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Vacancy Announcement No: FRUGA/05/2013
Post Title: Assistant FAO Representative
Contract Type: Administration Fixed Term Staff - National Officer
Level: NO·8
Duty Station: Kampala
Date of issue: 20 December 2013
Closing date: 16 January 2014
Background information:
The global mandate of the Food and Agriculture Organization of the United
Nations (FAO) is to improve nutrition, increase agricultural productivity,
raise the standard of living in rural populations and contribute to global
economic growth. Achieving food security for all is at the heart of FAO's
efforts - to make sure people have regular access to enough highquality food
to lead active, healthy lives. For more information about the Organization
visit www.fao.org.
This vacancy is open to male and female candidates. Qualified female
candidates are particularly encouraged to apply. FAO staff members are
international civil servants, subject to the authority of the Director-General.
FAO does not charge applicants any fees at any stage in the recruitment
process.
Job Purpose, Duties and Responsibilities
Under the direct supervision of the FAO Representative, the Assistant FAD
Representative (Administration) is responsible for planning coordinating and
monitoring of a broad range of administrative, financial and budgetary
activities for the FAD country office. Specifically, the incumbent will:
Advise the FAO Representative in all areas of administration and finance
and participate in administrative planning in consultation with senior staff
and HQ units;
Supervise the overall administration and financial operations of the
country office;
Manage all financial records and monitoring systems of the country office;
monitor project and programme accounts; supervise and/ or maintain imprest
accounts, perform bank reconciliations, monitor invoicing and payments, and
handle and resolve variations and inconsistencies in cooperation with the FAO
Representative and other related entities;
Coordinate the retrieval. entry, selection and analysis of data from a wide
variety of sources, including FAD's corporate systems and data bases;
Manage financial and administrative correspondence and filing system of the
country office;
Prepare recurring reports on programme, project and office accounts;
coordinate and provide special reports for budget preparation and audits; and
liaise with local banks and financial institutions;
Liaise with host Government for the maintenance of premises and ensure that
all procurements and custom clearances for programmes, projects and the office
are properly requested and obtained;
Actively support the streamlining of administrative procedures and liaise
with other UN Offices in the country for common practices;
Advise local and international staff, experts, and consultants on specific
aspects of allowances, salaries, financial matters, contracts, recruitment etc;
Manage Staff and Non-Staff Human Resources in the country office: manage
recruitment, contracts, time sheets, leave records and ensure personnel files
are complete. Ensure the personnel appraisal system is complied with for all
personnel in the country office;
Dversee that the assets of the country office are properly used, maintained
and recorded in the relevant systems;
Monitor the inventory records of the organization in accordance with
Organizational procedures;
Monitor operational costs;
Update the relevant corporate country office information system for
administrative information as required;
Ensure the compliance with the Organization's security guidelines
(Minimum Operational Security Standards- MOSS);
Perform other related duties as required. Minimum Requirements
Education
University degree in a field related to business or public administration
from a recognized institution. Membership of a recognized professional body is
desirable.
Work Experience
Minimum of five years of professional experience in the field of
management, administration, accounting and/or audit, budget or financial
management, including supervisory experience and exposure to human resources
management.
Languages
Excellent command of English and working knowledge of the most widely used
local language.
Selection Criteria
Extent of experience in the field of office management and administration
including supervisory experience
Extent of knowledge of UN or general operational policies, rules and
regulations and project/programme administrative management procedures
Extent of knowledge of FAD's corporate systems and data bases, or knowledge
of other integrated accounting or financial modules or applications (ERP
systems) relevant to accounting procedures or project budget management
Demonstrated analytical and judgment skills and ability to apply rules and
regulations in the subject field
Proven ability to communicate clearly and concisely both in writing and
orally
Demonstrated ability to work effectively in a team and with problem solving skills
How to apply:
Ugandan nationals who meet the requirements above are requested to submit
applications together with detailed curriculum vitae and copies of certificates
in a sealed envelope, quoting Vacancy Announcement FRUGA/005/2013 Assistant
FAOR Administration, addressed to Chairman, Recruitment Committee, Food and
Agriculture Organization.
Envelopes should be registered at reception and placed in the box at
reception of the FAO offices at Plot 88 Buganda Road, Wandegeya, Kampala by no
later than 5.00 pm on the closing date of application. Incomplete applications
or applications received after the closing date will not be considered. Dnly
shortlisted candidates will be contacted.
