Administrative Officer

FAO

Reporting Lines

The Administrative Officer reports to the FAO Representative.

Technical Focus

Administration, financial planning, monitoring, and reporting systems.

Key Results

Develop, implement, monitor and evaluate assigned programme/projects and advise on general administrative-related matters.

Key Functions

• Prepares periodic budget reports; prepares post planning and monitoring and other regular and ad hoc reports.
• Contributes to the development of results-based management concepts and policies and monitoring and reporting procedures.
• Develops, implements and monitors corporate activities, identifies operational, administrative, information technology and other constraints and proposes solutions to improve quality, timeliness and cost effectiveness.
• Overviews the maintenance of imprest accounts and other budgetary reports; acts as Certifying Officer, monitors availability of funds under all programmes; ensures that financial commitments and expenditures are accurate and consistent with established guidelines.
• Trains and supervises staff and field project personnel on all administrative and operational matters and undertakes special missions for training staff in other FAO Representations, Subregional Offices and host Governments on budgetary, financial and managerial issues in line with the Organization's regulations policies and procedures.
• Assesses training needs and encourages training events as well as other human resources-related activities.
• Optimizes the management of Office's premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and be responsible for security for MOSS compliance.
• Establishes and maintains partnerships with headquarters units, interacts with Internal and External Auditors and prepares replies to audit observations and queries.
• Organizes and participates in Subregional meetings, workshops, celebrations and other events.
• Performs other related duties as required.

Specific Functions

• Implements and maintains internal control systems and procedures to promote the proper use of organizational resources, risk management, and fraud and corruption prevention.
• Assists with the management of the project budget and prepares revisions as required.
• Monitors the availability of funds under all projects; ensures financial commitments and expenditures are accurate and consistent with established guidelines; monitors/approves field expenditures, verifies/approves invoices and ensure projects' budgets are always up to date.
• Ensures that the organization's assets are physically verified and that the equipment and assets are delivered to the beneficiaries, with supporting documents affixed and removed from the custody of FAO to the beneficiaries.
• Ensures Reconciliation and Audit Compliance.