Location: JobParser.Models.Location
Category:
Type: Full Time
Deadline: 05-Feb-18 00:00:00
Salary:
Description
The Finance and Procurement Assistant provides programme, administrative, financial and procurement support activities for the FAO Representation and all FAO projects in Armenia. He/ she works under the overall guidance of the FAO Representative and the direct supervision of the Assistant FAO Representative in Armenia. The incumbent should collaborate with the HR assistant as well as the Programme Officer.
Responsibilities
Finance-related Duties:
- 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 (e.g. the Global Resource Management System (GRMS), the Country Office Information System (COIN), Datawarehouse/ iMIS, etc.); verify accuracy of data documents; make necessary calculations;
- Keep FPMIS up-to-date in line with the project cycle document (including entering budget revisions, uploading documents, etc.);
- 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;
- Prepare recurring reports on programme, project and office accounts, report variations from budgets; prepare special reports on budgetary performance;
- 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.
Programme-related Duties:
- Provide information and operational support for project preparation, implementation and monitoring;
- Contribute to the formulation and preparation of programme, project and workplan proposals for the country; participate in the preparation of draft project documents;
- Participate in the monitoring and review of project implementation to ensure that all operations activities are carried out in line with the work plan and the project document; review inputs, expenditures and time frames; identify inconsistencies and delays and, when necessary, propose corrective measures to overcome operational constraints;
- Keep FPMIS up-to-date in line with the project cycle document (including entering budget revisions, uploading documents, etc.);
- Participate in the preparation of periodic and ad hoc reports and ensure their timely submission to the project management;
- Prepare and finalize correspondence of operational nature regarding programme/ project matters;
- Record requests and inputs for FAO's assistance received by Government, donors or other organizations;
- Establish and maintain a filing system of technical and project documents and correspondence;
- Support the streamlining of procedures and practices and the introduction of new information technologies to the office and projects;
- Provide support (with translation and interpretation etc.) during field visits to project sites and assist project managers and/ or experts in their meetings with donors and government officials;
- Provide support to the Programme Unit when necessary and perform other job-related duties as required.
Procurement-related Duties:
- Coordinate the timely preparation of the annual procurement plan for goods and services to be procured against FAO projects and the Representation in Armenia;
- Monitor the process for provision of goods and services for the project;
- Conduct market surveys via available reference resources and databases;
- Prepare and clear tender documents, invitations for bids, requests for quotation (RFQ), requests for proposal (RFP) and necessary specifications. Review applications and prepare interviews and relevant documents;
- Organize Local Procurement Committee (LPC) meetings and prepare relevant reports;
- Monitor suppliers' performance with respect to the quality and timely delivery of goods and services;
- Identify inconsistencies and delays and, when necessary, propose corrective measures to overcome operational constraints;
- Collaborate with inspection and delivery companies;
- Take responsibility for custom clearance of FAO goods delivered and for ensuring that goods are received in good condition;
- Monitor the proper maintenance of local inventory records, their custody and safeguard;
- Monitor the preparation of documents for transfer and handover of equipment in compliance with FAO procurement and assets management procedures;
- Meet reporting requirements and contribute to monthly and six-monthly progress reports, and a terminal report outlining project procurement data and recommendations.
RequiredQualifications
- University degree in Business Administration, Public Administration or other related field. Specialized training in administration, finance, accounting and/ or procurement;
- Proficiency in English and Armenian languages; proficiency of Russian language is an asset;
- Ability to effectively use standard office software, such as MS Office (Word, Excel and Power Point), Windows, Outlook and Microsoft Exchange Server. Ability to effectively use project management, accounting software and information systems/ databases;
- At least 4 years of relevant work experience in accounting and office management and procurement or logistics, preferably in international organizations;
- Good knowledge of finance and procurement regulations and procedures. Preferably knowledge of UN finance and procurement systems and procedures. Knowledge of United Nations/ FAO's operational guidelines and project/ programme management procedures. Systematic and efficient approach to work assignments, good judgment and analytical ability;
- High sense of responsibility, resourcefulness, willingness to take initiative, excellent communication skills and team spirit are important assets;
- The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment within a team of staff with mixed skills and different national and cultural backgrounds. Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural background.
Selection Criteria:
- Extent to which above minimum requirements are met;
- Ability to plan and organize work and participate in a multi-disciplinary team.
Benefits
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