Programme Assistant (South Africa) at Food and Agriculture Organization (FAO)

Tasks and responsibilities

• Assist in programme administration and responsible for up-to-date maintenance and accurate financial records of all disbursements and receipts under the SFS-REOSA portfolio:
• Assist the procurement process by preparing and submitting requisitions, checking the status of existing requisitions against issued purchase orders.
• Process programme payments and follow up on invoices ensuring that the budget limits, threshold and the rules and regulations are respected.
• Reconcile expenditures, balances, payments statements and other day to day transactions including any discrepancies or errors identified by conversing with team members and/or vendors/ service providers.
• Review, prepare and process disbursement vouchers.
• Monitor the project reports (Project status report, financial statement, and transaction listing) and maintain continuing awareness of accounts balances of the projects under the REOSA Programme; ensure all calculations and data entries are correct and process corrective actions in the system.
• Reconcile programme cash advances, OPC, Petty Cash through FAO Account and keep outstanding cash advance record and follow up with the team to settle. 
• Support the management and control of equipment and purchased goods.
• Maintain up to date inventory of SFS-REOSA assets, including vehicles and office equipment. 
• Be responsible for the daily office management and the management of funds, personnel, and other Project resources.
• Prepare monthly financial reports and periodicals according to FAO standards.
• Ensure that all justifications of expenses are recorded and presented in the right format, exact time, according to FAO rules.
• Perform other duties as requested by supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in Administration, Finance, Accounting, Economics, or a relevant field. 
• Minimum 4 years’ experience in general project/office administrative and operations activities.
• National of South Africa or resident in the country with a valid work permit.
• Working knowledge of English.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to write briefs and reports.
• Ability to work under pressure and meet deadlines.
• Previous work experience with UN agencies is preferred.
• Ability to work in a multi-national and multi-ethnic environment. 
• Ability to work efficiently with minimal direct supervision.
• Effective communication skills- written and oral
• Strong skills in word processing and spreadsheet software computer are required.
• Strong report writing skills.
• Ability to organize meetings and workshops.