Organizational Setting
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 Nations and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices:
I. advocate, inform and support policies and investments in the areas of FAO's mandate;
II. provide technical assistance and deliver core services;
III. assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
IV. position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation;
V. ensure risk-smart and accountable operations and management.
The FAO CPF in Malawi 2024-2028 has three thematic priorities: agriculture and food systems transformation; sustainable management of nature resource and environment; and resilience building and emergency responses.
The position is located in the FAO Representation in Lilongwe, Malawi.
Reporting Lines
The Assistant FAO Representative (Administration) reports to the FAO Representative.
Technical Focus
Programme administration and financial management, including accounting and personnel administration.
Key Results
Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.
Key Functions
• Provides support in the areas of administration, finance and budgetary control.
• Maintains all financial records and monitoring systems of the office and assists with monitoring of various accounts; supervises and/or maintains imprest accounts; ensures that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent; and reports variations from budgets.
• Supervises the administrative team, assisting with organizing and/or retrieving, entering, selecting and analysing data from a wide variety of sources, including FAO's corporate systems.
• Prepares financial and administrative correspondence for the office, including the processing of payments in accordance established rules; maintains a filing system; and ensures that an appropriate paper trail with key documentation is archived.
• Assists with the preparation of recurring reports on programme, project and office accounts; provides support in the preparation of reports for budget planning, audits and other related requests; liaises with local banks and financial institutions.
• Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained.
• Ensures the compliance with the Organization's security guidelines (Minimum Operational Security Standards - MOSS).
Specific Functions
• Acts as the Head of the Administrative and Finance Unit of FAO-Malawi, and as the focal point person of FAO-Malawi to the Operational Management Team (OMT) of the UN Country Team (UNCT) Malawi.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• National of Malawi.
• Advanced university degree in a field related to business or public administration.
• One year of relevant experience in office management, administration, accounting and/or audit, budget or finance.
• Working knowledge (proficiency - level C) of English and Chichewa.
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, particularly in field positions, is desirable.
• Extent and relevance of experience in the field of office management and administration including supervisory experience.
• Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures.
• Knowledge of FAO's corporate systems and data base, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset.
• Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.
Assistant FAO Representatives shall be granted fixed-term appointments for such period or periods as the Organization may determine and having an expiration date specified in the letter of appointment or extension. Notwithstanding the foregoing, the total length of service shall not exceed ten years. Appointments, including extensions, do not carry any expectation of renewal or of conversion to another type of appointment. However, this does not preclude the incumbents from applying to other positions in the Organization.