Admin/Account Specialist

Food and Agriculture Organization

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With over 194 member states, FAO works in over 130 countries worldwide. We…

Job Information

  • icon
    Duty Station Kathmandu
  • icon
    Type of Appointment Full time
  • icon
    No. of Openings 1 opening
  • icon
    Salary Competitive / Monthly
  • icon
    Job Level : Mid-Level
  • icon
    Job Experience : 5 year
  • icon
  • icon
    Job Qualification : Bachelor
  • icon
    Posted Date : Jun 13, 2021

Job Description

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

  • FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
  • Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply
  • Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
  • All selected candidates, therefore, will undergo rigorous reference and background checks
  • All applications will be treated with the strictest confidentiality
  • The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

Organizational Setting

The project “Building a Resilient Churia Region in Nepal” (BRCRN) was approved by the 24th meeting of the Board of the Green Climate Fund (GCF) in November 2019, and is Nepal’s first full-size GCF project. FAO, as the nominated Accredited Entity (AE) for the project, is responsible to the GCF for implementation of the project and is also co-Executing Entity (EE) with the Ministry of Forest and Environment (MoFE) of the Government of Nepal (GoN).  The BRCRN project will be implemented in 26 critical river systems in the southeast region of Nepal, covering parts of Provinces 1, 2 and 3, linking the Churia hills and upper Terai, and aims to promote widespread adoption of climate-resilient land use practices, confront the challenges of deforestation and forest degradation, better maintain the forest ecosystem in the Churia hills, and build resilience to climate-induced hazards.

Reporting Lines:
Under the overall supervision of FAOR and direct administrative supervision of the Team Leader and in close consultation with Assistant FAOR (admin) at Country Office, the National Project Personnel – Admin/Account Specialist will primarily be responsible for monitoring budgets, forecasting, providing basic administrative and human resource function and reporting on key financial data that enable effective management of project funds and resources.

Technical Focus

•    Overall Administrative support to the FAO TA Team in Project Office.
•    Overall Accounting Support of the Project Activities.

Tasks and responsibilities

The National Project Personnel – Admin/Account Specialist will be responsible for the following tasks:

Task 1: Overall Administrative support to the FAO TA Team in Project Office

  • Contribute towards the development of project specific plans and processes, aligned with FAO policies and processes to meet the needs of the project
  • Monitor budgets, and carry out forecasting for new and ongoing activities according to established FAO procedures and requirements
  • Assume overall responsibility for timely administrative management support related to day to day project office operations, procurement, property management, logistics, transport operations, insurance, security and personnel management of the project
  • Assist Team Leader and other central team members in day to day operation of the project and provide support in project implementation
  • Orient project staffs on administrative procedures of the project, provide advice and ensure administrative support as required
  • Keep complete personnel files and records such as attendance record, leave record, service contract etc.
  • Facilitate in travel authorizations for local travels in line with staffs’ travel plan including security clearance, preparation of mission programs and support logistics for visiting missions, maintain travel record and recommend on related travel claims
  • Ensure timely receipt and approval of monthly duty statement of the project staffs and support in completion of timecards in FAO GRMS for the release of staffs’ remuneration
  • Manage and maintain office facility, inventory of office supplies, vehicle log books including fuel procurement and consumption record, as well as other records and put in place internal control system
  • Keep records of Non-Expendable Equipment (NEE), conduct physical verification on half yearly and yearly basis and prepare report on physical verifications of NEE to be submitted to FAO
  • Report on key data for financial status and outcomes of project activities in accordance with corporate governance requirements, ensuring accuracy, deadlines, and accounting processes
  • Perform bank reconciliations, disbursements, clearance of receivables, overall cash management and monthly financial closures on a regular basis in accordance with project requirements
  • Provide guidance to all project staff concerning the correct interpretation of financial regulations, rules and procedures
  • Deliver core administrative services, working with contractors and following standard processes to provide cost-effective, quality and timely services to project staff
  • Make necessary arrangement to expedite the procurements as well as assist in the delivery of the consignment at appropriate level
  • Assist in organizing various meetings, workshops, consultations and other project event

Task 2: Overall Accounting Support of the Project Activities.

  • Assume overall responsibility for timely financial management support
  • Provide support in preparation of projects’ annual, six monthly and monthly budget delivery plans in accordance with the planned activities and facilitate in delivery
  • Support in preparation of budgets for project specific trainings, workshops and other activities as per the project work plan and in line with the adopted norms
  • Prepare cash advances for various projects’ activities at national, regional and district levels as well as to the partners collaborating under contractual arrangements and support the concerned unit of FAO on approval, releasing and settlement of the advances
  • Prepare disbursement vouchers, receipt vouchers, other relevant forms and formats and ensure their adherence by the concerned parties
  • Manage petty cash and other project expenditures and ensure that all financial transactions of the project conform to the prevailing rules and procedures of FAO
  • Record all projects’ cash advances released for various project activities and ensure proper maintenance of financial record keeping and filing system according to principles of accounting and update it on daily basis
  • Maintain electronic shadow copy of all project transactions in line with the FPMIS and monitor projects transactions on monthly interval in line with the planned budget and actual expenditures following the adopted FAO procedures and prepare monthly transaction reports for internal use of project and submission to FAO
  • Carry out project budget revisions in line with the approved total project budget and actual expenditures within the stipulated time frame
  • Prepare project’s periodic financial reports for submission to government and donors aligning with project agreement
  • As per the requirement, provide orientation to the stakeholders, collaborating partners and other concerned on the financial management system of the project
  • Perform other project related tasks as assigned by the supervisors

Required Qualification & Experience

Qualification, Experience & Others

  • National of Nepal
  • Bachelor Degree in Management/Commerce/Business Studies/Business Administration;
  • At least of 5 years of proven working experiences in administration and finance with UN or similar development programme or with reputed Non-government organizations and Experience in the use of FAO financial and Administrative management system will be an added advantage;
  • Candidate should have knowledge of computer skills (MS Office package: word, excel and power point) and financial database management
  • Experience of working with Government of Nepal institutions
  • Working knowledge of English and Nepali

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

  • Proven experience of experience in the use of FAO financial and Administrative management system
  • Proven leadership skills, communication and coordination skills in the field of Admin and Finance/Account
  • Work with multidisciplinary team in multicultural environment
  • Proficiency in both spoken and written English;
  • Strong inter-personal skills and excellent oral communication skills.
  • Knowledge of auditing, financial and budgeting system of government will be desirable;
  • Having experience of working with multi-disciplinary team will have an advantage
  • Working knowledge of English, Nepali and local language;
  • Sound knowledge of project administration and financial management-accounting and reporting;

Selection Criteria

•    Relevant Education
•    Relevant Work experience;
•    Language skills;
•    Extent of relevant technical experience in the related areas of Admin and Account
•    Ability to manage and work with a multidisciplinary and multicultural team
•    Good working knowledge of English (Written and Spoken)
•    Experience with similar internationally funded development projects
•    Demonstrated communication and coordination skills
•    Work with multidisciplinary team in multicultural environment
•    Excellent communication, writing and presentation skills in English and Nepal
•    Sound knowledge of project administration and financial management-accounting

How to Apply

  • To apply, visit the recruitment website at Jobs at FAO and complete your online profile.
  • Only applications received through the recruitment portal will be considered
  • Candidates are requested to attach a letter of motivation to the online profile.
  • If you need help, or have queries, please contact:

Apply Now