Back Administration and Finance Specialist

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO representative, is to assist governments in developing policies, programmes, and projects to achieve food security and reduce hunger and malnutrition, while also helping develop the agricultural, fisheries, and forestry sectors and using their environmental and natural resources in a sustainable manner to ensure zero hunger in the country. FAO provides support in three priority areas: sustainable increases in production and productivity, agriculture-based economic growth, and increased resilience of livelihoods to threats and crises.

Reporting Lines

The Administration and Finance Specialist reports to FAOR Representative and receives guidance from the assistant FAO Representative for Programme. He/she acts independently in routine matters and consults with Supervisors on new and/or more complex issues and procedures. Supervision received provides procedural guidance and on-the-job learning.

Technical Focus 

The Administration and Finance Specialist will oversee administrative and financial matters for the FAO Sudan Office, ensuring efficient management of office resources, compliance with organizational policies, and support for financial planning and reporting.
He/she is responsible for performing a range of administrative and office management tasks to ensure efficient office operations. This role involves prioritizing and organizing daily workflows to facilitate a smooth exchange of information within the Office. 

Tasks and responsibilities

•    Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation; 
•    Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units.
•    Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
•    Set up and maintain office files and reference systems.
•    Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems.
•    Support in organizing meetings, workshops and events.
•    Maintain impress accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested. 
•    Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts. 
•    Maintain detailed records of obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
•    Obtain additional information on transactions and financial matters, as required. 
•    Support in maintaining liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.). 
•    Ensure availability of office supplies and appropriate maintenance of office equipment.
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    Advanced university degree in Business or Public Administration, Accounting or a related field.
•    Five years of relevant experience in Administration and Finance.
•    Working knowledge of English and Arabic
•    National of Sudan

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Work experience in more than one location or area of work.
•    Extent and relevance of experience organizational structure, administrative procedures and policies and matters of protocol.

Selection Criteria 

•    Prior experience in the UN or International Organization would be an advantage.
•    Ability to work within a team of professional staff from diverse technical and cultural backgrounds.
•    Teamwork spirit, ability to work under minimum supervision, flexibility.
•    Strong command of English and Arabic, with demonstrated ability to communicate effectively in both.
•    Proficiency in Microsoft Office tools, particularly Excel, Word, Power Point, and Outlook. 
•    Ability to work effectively in emergency situations and meet tight deadlines.

ADDITIONAL INFORMATION