Administrative & Finance Officer

Kinshasa (DRC) with frequent travels in the country

24 October 2008

Initial period of eleven months

TCEOA-DRC-Application@fao.org

Profile Requirements: Administrative & Finance Officer

Under the general guidance of the Chief TCEO, the overall supervision of the FAO Representative, DRC and the direct supervision of the coordinator of DRC ECU, the incumbent will have overall responsibility for administrative, budgetary, financial, personnel and office management activities for ECU office in DRC.

The Administrative and financial Officer, in the discharge of his functions, will work in close collaboration with the technical unit DRC, international consultants and FAOR office to carry on the following:

• Supervise the day-to-day work and organize the Administration and Finance Group at the ECU FAO office in DRC including direct supervision of the Procurement Unit.
• Operate in close collaboration with the Unit in charge of Administration and Finance at the FAO Representation.
• Provide training to support staff where necessary.
• Insure a good collaboration between the technical units and the administrative and financial unit to make sure of a full communication within ECU
• Supervise the outposted CTR administrative clerks and visit the offices regularly.
• Participate in the planning process by assisting in preparing project and department budgets and workplans.
• Establish and formalize financial management and control procedures. Such procedures will be designed to ensure that all project transactions are effected in accordance with FAO rules and regulations.
• Support the FAO Representative in the effective functioning of the ECU office and field units by coordinating the provision of the full range of administrative, financial and logistic support including recruitment of staff, preparation of contracts, management of infrastructures, procurement of vehicles and equipment, establishment of a communication network, etc...
• Provide advice, financial interpretations, adaptations and corrective actions in response to audits and other queries to ensure adherence to the FAO financial Regulations and Rules, Staff Rules, Administrative Instructions, Bulletins and Circulars
• Ensure that assets procured through Emergency funding are properly registered, insured, used, maintained and safeguarded, and appropriate inventory reports are timely and regularly forwarded to Headquarters by the Local Procurement Unit.
• Periodically revise the financial status of emergency projects, and alert the Programme Officer on impending under/overexpenditures.
• Ensure timely rectifications of projects' overexpenditures.
• In close consultation with the technical unit and FAO office, constantly review administrative and financial arrangements to identify opportunities for improvements and streamlining of procedures to effectively support project activities.
• Contribute to the preparation, review and finalization of job descriptions for staff to be recruited by the programme.
• Identify the level of resources (staff and system support) required to process transactions and meet all accounting and reporting requirements.
• Evaluate and develop computerized tools to support administrative operations, financial accounting and reporting for projects
• Ensure that budget and project revisions are prepared, in consultation with the technical unit and the operational unit, and that these revisions are submitted in a timely and orderly way so as to meet the needs of the Organization and of the donors.
• Prepare and ensure timely update of financial statements for local disbursements and commitments to be submitted to headquarters.
• Prepare and ensure the timely submission of financial progress and final reports for specific donors not following the standard FAO financial format, and advise on actions to be taken in accordance with the financial clauses specified in the Agreements
• Ensure procedures are established that facilitate close follow-up of requests for disbursements to the FAOR and timely data entry of financial transactions in FAS
• In consultation with the Emergency Coordinator and the Programme Officer, prepare requests for Field Budget Authorization in accordance with the available projects' budget.
• Ensure timely submission of the accounts of the outposted petty cashes to the FAOR as well as their replenishment.
• Process project closures (financial reports, transfer of assets, etc.)
• Be the custodian of cash receipt vouchers, cheques and other payment systems established documentation
• Ensure all travel and related arrangements for incoming missions, including security clearances, the provision of visas, flight and hotel bookings for duty travel within and outside DRC, are carried out.
• Take the initiatives necessary for the good execution of the wanted work in agreement with the good functioning of the office
• Perform other duties as required.

Essential Requirements

• Degree in Administration, Finances or related fields;
• Minimum 7 years experience in the management of projects;
• Excellent communication and team building skills;
• Fluency in written and spoken French and English;
• Effective report writing and presentation skills;
• Ability to continue to operate efficiently under pressure and in an insecure environment.