FAO-Finance Assistant

Job ID/Title :FAO-Finance Assistant
Brand :FAO
Application Deadline :16-Apr-13
Duty Station :East Jerusalem
Languages Required :Arabic, English,   
Duration of Initial Contract :  One year with possibility of extension

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Background:
Under the general supervision of FAO Head of Office and direct supervision of FAO National Administrative and Finance Officer, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with FAO rules and regulations.
   
The Finance Assistant works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) and with FAO HQs staff to exchange information and ensure consistent service delivery.
 
Description of Responsibilities:

1-Ensures implementation of operational strategies focusing on achievement of the following results:
-Full compliance of financial processes and financial records with UN/FAO rules, regulations, policies and strategies, and ensures audit follow up and implementation of the effective internal controls framework;
-Input to the Country Office business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.

2-Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
-Maintaining financial records for projects or other office accounts for which responsibility is assigned.  Ensuring codes, records receipts and payments’ accuracy of computation and completeness of documents, and maintaining continuing status of allotments against obligations;
-Finalizing the payment requests, settlement of cash advances and travel claims and ensures that supporting documents are adequate and complete;
-Providing financial and accounting support to FAO operations focusing on achievement of the following results:
-Proper control of all types of payment requests and vouchers. This entails control of supporting documentation for vouchers/payment requests and checking for correctness of expenditure lines and project codes against which the payment requests are issued, and vouchers are posted to GRMS;
-Maintenance of the internal expenditures reporting and control system which ensures that vouchers/payment requests processed through GRMS are matched and completed, transactions are correctly recorded and posted; 
-Timely preparation of end-of-month and yearly expenditure reports, project field balance, updating the budget monitoring tables, budget balances, field budget authorizations, transaction reports and project budget status sheets;
-Updating the staff salaries planning tables and records;
-Preparing budget revisions with coordination with Project Managers and Procurement Unit;
-Keeping track and monitoring all payments of Letter of Agreements (LOA), office rent and utilities;
-Proper receipting of goods and services and establishment of accruals;
-Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
-Presentation of information on the status of financial resources as required;
-Maintenance of the Accounts Receivables for FAO projects and recording of deposits;
-Management of cash receipts and petty cash;
-Maintenance of the proper filing system for finance records and documents.

3-Ensures proper Country Office cash management system functioning focusing on achievement of the following results:
-Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application;
-Preparation of cash forecast and cash replenishments on regular basis;
-Daily review of zero-balance account bank statements to monitor imprest level; identification and recording of contributions;
-Circulation of monthly UN exchange rate report to staff;
-Timely and accurate preparation of bank reconciliations;
-Initiation of bank transfers and deals.

4-Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
-Participation in the trainings for the operations/ projects staff on Finance;
-Contributions to knowledge networks and communities of practice.
5-Perform other duties as and when required.
 
Impact of Results

The key results have an impact on the execution of the CO financial services management in terms of quality and accuracy of work.  Accurate data entry and presentation of financial information and a client-oriented approach enhances FAO’s capability to effectively and efficiently manage financial resources.

Competencies :
Core Competencies
-Demonstrates commitment to FAO’s mission, vision and values;
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
-Demonstrate corporate knowledge and sound judgment;
-Self-development and initiative-taking;
-Acting as a team player and facilitating team work;
-Facilitating and encouraging open communication in the team, communicating effectively;
-Creating synergies through self-control;
-Managing conflict;
-Informed and transparent decision making.


Functional Competencies:

1. Knowledge Management and Learning
-Shares knowledge and experience;
-Encourages office staff to share knowledge and contribute to FAO Practice Areas;
-Actively works towards continuing personal learning and development in one or more; Practice Areas, acts on learning plan and applies newly acquired skills.

2-Development and Operational Effectiveness
-Ability to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting;
-Sound knowledge of financial rules and regulations;
-Ability to provide input to business processes re-engineering, implementation of new system.

3-Leadership and Self-Management
-Focuses on result for the client;
-Consistently approaches work with energy and a positive, constructive attitude;
-Remains calm, in control and good humoured even under pressure;
-Demonstrates openness to change;
-Responds positively to feedback and differing points of view.

Qualifications :
Education:
Secondary Education with specialized certification in Accounting and Finance.  University Degree in Finance, Business or Public Administration desirable, but it is not a requirement. 

Experience:
 5 years of relevant finance experience at the national or international level is required;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages;
- Experience in handling of web based management systems;
- Knowledge of IPSAS is desirable.
Language Requirements:
Arabic mother tongue and excellent knowledge of English language. Working knowledge of Hebrew would be an asset.

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