Job Summary
This position is based in the FAO Sindh Provincial Office, Karachi. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.
Reporting Lines
Under the overall supervision of the FAO Representative, close collaboration with Assistant FAO Representative (Administration) and direct supervision of Provincial International Program Coordinator (Sindh).
Technical Focus
The incumbent will be responsible for ensuring high quality of outputs on all matters related to administration and finance for projects based in Sindh. The incumbent will consult very closely with Project Coordinators working in the province and will work in close coordination with the administration and finance teams in the Islamabad office.
Tasks and responsibilities
- Support the staff of projects based in Sindh province on all accounting, budget or financial / administrative queries.
- Reconcile Petty Cash, ensuring all disbursements are in accordance with FAO rules and procedures.
- Prepare request for payments (Disbursement Vouchers/ Excel upload), maintain a database/monitoring system to keep track of the projects’ expenditures; ensuring that all the supporting documents are available and in accordance with FAO rules & procedures.
- Monitor vendor’s payments and operational/ training advances and other receivables and ensure timely clearance/reconciliation of outstanding items.
- Review and check payments and invoices from project offices and third parties to ensure they are in accordance with FAO rules and procedures. Process daily subsistence allowance payments for trainees and workshop attendees.
- Organize an appropriate filing system; maintain records and files in accordance with FAO standard filing system.
- Manage the fleet of FAO vehicles and agreements with car rental companies. Ensure maintenance of vehicle log book and records for fuel and repair/maintenance by all drivers. Assign vehicles for visiting international staff.
- Maintain project staff attendance/leave records on monthly basis and share with country office.
- Arrange for online training for staff without IT equipment including drivers.
- Support with protocol matters, registration of staff, coordination with local authorities and other administrative matters. Arrange communication about travel by international staff within the province to authorities and security focal point.
- Enter travel security clearance requests for staff and make accommodation bookings.
- Assist with any other administrative tasks required, such as drafting of correspondence, providing support to the production of internal documents, printing, scanning, copying and binding.
- Seek quotations and prepare purchase requests.
- Monitor records of stationery (issuance/balance etc).
- Manage all correspondence related to administration and finance.
- Maintenance of records on assets management.
- Maintain record for all internal meetings & calculate monthly billing sheet for refreshment charges etc and submit to finance for payment.
- Maintain record of daily outgoing/incoming mail in mail registry book.
Building Maintenance:
- Make arrangements for major and minor repair work at office building, overseeing contractors when professional repairs are necessary. Inspect the repairs and implement payments.
- Assess, prioritise and issue instructions for maintenance issues.
- Supervise the work of janitorial staff.
- Maintain first aid supplies and arrange for first aid training for staff.
- Take inventory of maintenance supplies and notifying the Supervisor of low or depleted supplies.
- Conducting routine inspections of premises and equipment. Ensuring that all maintenance equipment is in good working order. Promptly respond to requests for emergency repairs and clean-ups or attendance to safety issues.
- Manage the supply of utilities to the premises including dealing with water, electricity and gas retailers and with the local area government administration regarding drainage, rubbish removal, street maintenance etc.
- Arrange and conduct evacuation and lockdown drills for staff in consultation with Security Focal Point.
- Any other task assigned by the supervisor.
Required Skills
Minimum Requirements
- Bachelor’s degree in finance and administration or a related area.
- At least three years of practical experience in Admin and Finance with competence in logistics support
- Work experience with UN and/or international organizations will be an asset.
- National of Pakistan.
FAO Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
- Computer skills in Office Applications Including Excel, Word, Outlook, PowerPoint.
- Knowledge of United Nations and International Organizations’ administrative policies and procedures and operating systems.
- Capability for planning, organizing and administering, including on-the-job independent staff training.
- Attention to detail and sense of urgency.
- Cross-cultural communication skills and ability to provide administrative support to international technical and managerial staff.
- Strong command over spoken and written English; Spoken Urdu and Sindhi.
Interested candidates should send their CV & Cover letter at above email address.
