Administrative Assistant (Internal Control)

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with offices, divisions and centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAP also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAP develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The position is located in the Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.

Main Purpose

The Administrative Assistant (Internal Control) performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Administrative Assistant (Internal Control) reports directly to the National Professional Officer (Finance) under the overall guidance of Finance Officer, Finance Unit in RAP.

He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Administrative Assistant (Internal Control) usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate system and databases; verify accuracy of data documents; make necessary calculations.
• Assemble and review supporting documentation for processing affiliate workforce, travel or financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations.
• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of an administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• 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 administration of personnel and equipment as well as protocol-related issues.
• Assist in duties related to recruitment, payroll, staff development and other HR administrative duties.
• 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.

Minimum Requirements

Education: Secondary school education.
Experience: Three years of experience in administrative and office support work.
Languages: Working knowledge (proficiency - level C) of English.
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Competencies

• Results Focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of the communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Desirable Qualifications And Skills

• Knowledge of UN or FAO standard operational rules and procedures, and knowledge of administrative management procedures of projects and programmes is considered an asset.
• Knowledge of FAO's corporate systems and databases, or knowledge of other financial modules or applications relevant to finance operation is considered an asset.