Organizational Setting

The Finance Division recommends and administers financial policies and procedures that meet the highest professional standards; keeps accounts that accurately record financial activities and meet the requirements of internal and external audits; prepares reports to accurately portray the financial status of the Organization and its activities; ensures that the Organization’s financial resources are securely kept and productively employed while in FAO’s custody; oversees financial operations wherever performed in the Organization; and ensures that all disbursements are timely and made in accordance with established policies and procedures.

The position is located in the Accounting, Reporting and Analysis Branch of the Finance Division at FAO headquarters in Rome, Italy.

Main Purpose

The Finance Assistant performs a large variety of routine administrative and financial duties in support of the control and maintenance of accounts and in the processing of finance/accounting/budget-related transactions. The incumbent exercises judgment, identifies errors and supports sound financial practice.

Supervision Received/Exercised

The Finance Assistant reports to one or more Professional staff and receives guidance from a Finance Assistant/Associate. 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 Finance Assistant interacts with a variety of colleagues within the work unit and with immediate clients served within the Organization, providing routine assistance to promote the effective and efficient delivery of finance-related services.

Key Functions/Results

•    Process claims or invoices and other payments requests in line with relevant regulations and instructions;
•    Ensure that all supporting documents and information required to justify payment, including receipts, banking details, etc., are complete before releasing payments;
•    Settle invoices and claims after verification of supporting documents;
•    Compile and verify budget and accounting data by checking files, calculating costs and estimating anticipated expenditures; following authorization, make disbursements from petty cash as per delegation, maintain records of such disbursements and balance accounts as required;
•    Assist in the preparation of periodic accounting records, finance and budget documents; record receipts and disbursements (ledgers, cash books, vouchers, etc.);
•    Reconcile data for recurring or special reports; maintain contacts with local banks, verify account status and currency exchange rates and obtain approval for cheque clearance;
•    Perform other duties as required.

Impact Of Work

The incumbent’s work impacts on the timely and efficient delivery of financial support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education.
Experience: Three years of relevant experience in finance/budget-related support work.
Languages: Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

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

Technical Skills

•    Good knowledge of financial rules and regulations, accounting policies and practices.
•    Good knowledge of corporate financial systems.
•    Good knowledge of the communication and documentation standards.