Administrative Assistant (Finance), Panama City, Panama

Food and Agriculture Organization of the United Nations (FAO)

FAO, Panama

CALL FOR EXPRESSIONS OF INTEREST – VACANCY ANNOUNCEMENT : 2300183

Administrative Assistant (Finance)

Job Posting: 23/Jan/2023

Closure Date: 06/Feb/2023, 10:59:00 PM

Organizational Unit : SLM

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-5

Primary Location: Panama-Panama City

Duration : Fixed-term: 2 years with possibility of extension

Post Number : 2000920

CCOG Code : 2102

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.

  • FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
  • Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
  • Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
  • FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
  • All selected candidates will undergo rigorous reference and background checks
  • All applications will be treated with the strictest confidentiality
  • FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

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.

Organizational Setting

FAO’s Subregional Office for Mesoamerica is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). It assists the FAO Representations in the subregion with addressing subregional food security, agriculture and rural development issues at country level. The Subregional Office is a subsidiary of FAO’s Regional Office for Latin America and the Caribbean.

The position is located in the Subregional Office for Mesoamerica (SLM), Panama City, Panama.

Main Purpose

The Administrative Assistant (Finance) coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Administrative Assistant (Finance) reports to the Administrative Officer in SLM. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/she provides guidance and advice to other office support staff.

Working Relationships

The Administrative Assistant (Finance) works closely with a wide range of colleagues in the division/region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

  • Maintain financial records and monitoring systems for the office; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash; monitor project and programme accounts for which responsibility is assigned.
  • Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
  • Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
  • Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
  • Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.
  • Provide reports on budgetary performance of office accounts, and, if required, of project accounts; report variations from budgets.
  • Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
  • Maintain a filing system of administrative and financial documents.
  • Monitor the receipt of Government contributions and the transfer of ownership of the Organization’s equipment.
  • Maintain 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.).
  • Support the streamlining of procedures and practices and the introduction of new information technologies to the office.
  • Support the administration of personnel and equipment as well as protocol-related issues.
  • Perform other related duties as required.

Impact Of Work

The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary school education. Experience: Four years of administrative, accounting and office management experience. Languages: Working knowledge (proficient – level C) of Spanish and limited knowledge (Intermediate – level B) of English. IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

  • Results Focus
  • Team Work

  • Communication
  • Building effective relationships
  • Knowledge Sharing and Continuous Improvement

Technical Skills

  • Good knowledge of financial rules and regulations, accounting policies and practices
  • Good knowledge of corporate financial systems
  • Good knowledge of the communication and documentation standards

Desirable Qualifications and Skills

  • Working knowledge (proficient – level C) of English

FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

ADDITIONAL INFORMATION

  • FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
  • Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at (link)
  • The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
  • General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application.”Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.
  • No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
  • Other similar positions may be filled from this vacancy notice
  • For additional information visit the FAO employment website: (link)

REMUNERATION A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: (link) allowances/salary.htm

HOW TO APPLY

  • To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
  • Incomplete applications will not be considered
  • Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
  • Incomplete applications will not be considered
  • Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
  • Only applications received through the recruitment portal will be considered
  • Your application will be screened based on the information provided in your online profile
  • We encourage applicants to submit the application well before the deadline date.
  • If you need assistance please contact: [email protected]

FAO IS A NON-SMOKING ENVIRONMENT

Tags: administrative assistant, continuous improvement, economic integration, financial institutions, food security, interest rates, knowledge sharing, latin america, office management, rural development, support services, transparency