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FAO Finance / Administrative Assistant Job in Nairobi Kenya

Food and Agriculture Organization of the United Nations
General Service Vacancy Announcement No: 002/11
Issued on: 14/03/2011
Deadline for Application: 28/03/2011
Position Title: Finance / Administrative Assistant
Grade: G/4

Location: Nairobi
Duration: 4 months extendable
Organizational Unit: FAOR
Post Number: FR-NPP
Job Role, Duties and Responsibilities
The Administrative Clerk G-4 provides administrative, financial and accounting support activities for the FAO- TCEO projects. He / she works under the overall guidance of the FAO Representative and the direct supervision of the Assistant FAOR (Administration) and the senior administrative assistant in the FAOR office.
The incumbent performs the following duties:
·         Assist in the maintenance of financial records and monitoring systems for the office; maintaining imprest accounts; reconciling  expenditures, balances, payments, statements and other data for day-to-day transactions and reports; assist in the management 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 Field Accounting System (FAS), the Country Office Information System (COIN), Data warehouse, etc.); verify accuracy of data documents; make necessary calculations and reconciliations.
·         Verify availability of funds under all programmes and projects; 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 project accounts; report variations from budgets.
·         Assist in the procurement process for equipment and supplies as per FAO regulation
·         Assist in maintaining local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
·         Assist in maintaining a filing system of administrative and financial documents.
·         Assist and follow up on the transfer of ownership of the Organization’s equipment to recipient government institutions.
·         Assist in the support the streamlining of procedures and practices and the introduction of new information technologies to the office
·         Perform other related duties as required.
Qualifications – Essential
Applications are normally not considered from candidates who do not possess ALL of the Essential Qualifications
Education: Secondary school education. Specialized training in finance, accounting and/or office management
Experience: Over three years of accounting, administrative and office management experience.
Language: Working knowledge (level C) of the English, working knowledge of Swahili is required
IT Skills:
·         Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange) et al.
·         Ability to effectively use accounting software and information systems
Office Management Skills:
·         Systematic and efficient approach to work assignments, good judgment and analytical ability.
Interpersonal Communications and Teamwork Skills:
·         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.
Qualifications – Desirable
·         University degree in accounting or related field
Application letter and Curriculum Vitae should be sent to :

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