2302480
Administrative assistant ( a ) and financial ( a ) of project
Job announcement : Aug 16/2023
Publication cancellation date : Aug 31, 2023, 9:59:00 PM
Organizational Unit: FLGUA
Job type : Temporary work
Requirement Type: NPP ( National Project Personnel )
Grade Level: N / A
Main location : Guatemala
Duration: 12 months
Position Number: N / A
FAO seeks to ensure gender, geographic and linguistic diversity among its staff and its international consultants, in order to serve the Member States of the Organization in the best possible way in all regions.
- FAO is committed to achieving diversity in its workforce in terms of sex, nationality, origin and culture.
- Women, nationals of under-represented or under-represented Member States and persons with disabilities with the necessary qualifications are encouraged to submit their applications.
- All persons working for FAO must comply with the highest standards of professional integrity and conduct and uphold FAO’s values.
- FAO, as a specialized agency of the United Nations, applies a zero tolerance policy for conduct incompatible with its statute, objectives and mandate, in particular sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
- All selected candidates will undergo rigorous reference and background checks.
- All requests will be treated with the strictest confidentiality.
Organizational framework
The Food and Agriculture Organization of the United Nations and the Government of Guatemala signed the Country Programming Framework ( MPP ) 2022 – 2025, It defines the national priorities that FAO will address through actions at the country level within the scope of its strategic frameworks. These priorities aim to guarantee FAO’s comparative advantages to contribute to the achievement of the goals established in State policy instruments such as the K’atún National Development Plan Our Guatemala 2032 ( CONADUR-SEGEPLAN, 2014 ), the National Development Priorities ( SEGEPLAN, 2016 ), the General Government Policy 2020-2024, as well as the United Nations Framework for Cooperation on Sustainable Development in Guatemala ( MC ) and Agenda 2030,contributing directly to the three Sustainable Development Goals ( ODS ) highlighted in the new FAO Strategic Framework 2022-2031: SDG1 ( end of poverty ), ODS2 ( zero hunger ) and ODS10 ( reduction of inequalities ).
This agreement establishes three priority government areas to be addressed by FAO, these are: 1 ) More productive, prosperous and inclusive territories for a better life, 2 ) Food security and better nutrition, and 3 ) Resilience and better environment. These are areas that are in line with the MC and with the new FAO Strategic Framework 2022-2031, which promotes accelerating progress towards the 2030 Agenda through four improvements: better production, better nutrition, better environment and a better life without leaving anyone behind.
Hierarchical dependency
The Administrative Assistant ( a ) reports to the Project Director.
Field of specialization
The “ Support for post-crisis actions for the recovery and rehabilitation of the livelihoods and assets of households in rural areas most affected by Covid-19 ”, aligns itself with the institutional efforts of the Government of Guatemala, especially with SESAN, MAGA and MINECO to serve family farmers, organizations of agricultural producers, micro and small agricultural companies, who were affected by the COVID-19 pandemic in 15 municipalities in the departments of Huehuetenango, Quiché and Alta Verapaz, municipalities where the percentage of indigenous population is estimated to be higher than the national level average.
The project will contribute to the recovery and development of the production capacities of the households affected by the pandemic, through rehabilitation, development and consolidation of the productive units of the affected households, will help to achieve greater production through the improvement of productivity and reduction of losses; It will promote better quality production that allows access to better markets, and diversification in agricultural production. This may improve the healthy eating of families; and the generation of surpluses that will contribute to food security, both locally and nationally.
The project will strengthen the capacities of government institutions to deal with current and future crises, both in agricultural production that is the responsibility of the MAGA, as in other links of gender-sensitive value chains in the sectors of transformation of products and services that are the responsibility of MINECO.
In relation to the FAO Country Program Framework 2022-2025, the project will contribute to the first area of work of the MPP, that focuses on increasing access to productive means and economic services at the local level, competitiveness and the business climate, within a framework of inclusive socioeconomic development, sustainable and sustainable for a better life; and with the second work area of the MPP, which promotes the improvement of food security and better nutrition.
Objective of the vacancy: Support administratively and financially in the proper execution of the project.
Tasks and responsibilities
- Provide administrative and operational support to the organization of tasks and preparation of regular documentation administered by Budget Holder, the Coordinator and the project work team.
- Maintain the physical and electronic archiving of documents in accordance with FAO and donor standards and classify, archive and follow up on communications received and/or generated by the project.
- Execute administrative processes related to the preparation and accompaniment of contracts for the acquisition of equipment and services, including purchases of materials and equipment, letters of agreement, among others, in coordination with the Administrative Area of the FAO office in Guatemala.
- Support administrative processes for the purchase and delivery of productive inputs or subsidies within the framework of the project.
- Organize workshops and meetings, including organizing travel and missions, processing travel authorizations, air tickets, insurance and travel refunds, in accordance with FAO and donor standards and in coordination with the Administrative Area of the FAO office in Guatemala.
- Provide assistance in the selection processes of project personnel contracts, including management from vacancy preparation to recruitment. As well as assisting in processes related to candidate screening, interview preparation, and proposal preparation for selection reports.
- Monitor the development of timecards for PSA staff, until approved by project supervisors.
- Provide operational and administrative support to the organization and the holding of events and workshops carried out within the scope of the Project.
- Support in budget control and financial management of the project, executing payments as requested by Budget Holder / BH, prepare budget reviews and reconcile project accounts in compliance with FAO standards.
- Prepare Project progress reports and delivery projections.
- Prepare a bimonthly or semi-annual report on the execution of the project in required formats.
- Coordinate and follow up on the management of letters of agreement, contracts or agreements concluded to achieve the execution of activities proposed within the project.
- Support in the management of trips / missions carried out by the personnel of the associated projects and reports,
- Coordinate the holding of seminars, workshops, etc. organized by the project ( reports, duration, location, participants divided by gender ).
- Support and follow up on the material publications made by the project.
- Together with the project staff, monitor the project’s tasks, activities and commitments, using corporate monitoring and evaluation tools.
- Review and integrate project administrative documents: annual operational plans, project sheets, semi-annual reports, and other required documents.
- Support in the preparation and generation of project reports as appropriate.
- Support in the review and preparation of expense settlements ( advances, petty cash, direct payment ) under project activities.
- Other tasks that are required for the good performance of the project and units involved.
THE CANDIDATES WILL BE EVALUED IN ARRANGE TO THE FOLLOWING CRITERIA:
Minimum requirements
- University degree in the area of administration, finance, economics or similar academic field.
- Preferably with courses on project management and administration.
- Relevant minimum experience of three years in the financial administration of international cooperation projects.
- Excellent knowledge of Spanish and medium-advanced level of English ( oral and written ).
- Guatemalan nationality
FAO core competencies
- Results-based approach
- Teamwork
- Communication
- Building effective relationships
- Knowledge exchange and continuous improvement
Technical / functional skills
- Advanced Knowledge of Corporate Financial, Travel and Human Resources Computer Systems, MS Office ( Windows, Word, Excel, Outlook )
- Extensive knowledge of institutional structure, administrative procedures and policies, and protocol issues.
- Ability to write periodic reports.
Selection criteria
- Minimum experience of 3 years in operational support of development projects and financial monitoring systems for development projects.
- Minimum experience of 3 years in implementation of financial monitoring systems for development projects
- Desirable work experience in the United Nations System
ADDITIONAL INFORMATION
- FAO does not charge fees at any stage of the recruitment process ( application, interview, processing ).
- Incomplete applications will not be taken into account. If you need help or have questions, contact: Careers@fao.org
- Applications received after the expiration of the application deadline will not be accepted.
- We inform you that FAO will only consider academic degrees or credentials obtained from a teaching institution included in the World Database on Higher Education, which is a list maintained by the International Association of Universities ( IAU ) / UNESCO. The list can be consulted at: www.whed.net/
- For any other questions visit the FAO website on employment: http://www.fao.org/employment/home/es/ .
It is noted that all candidates should adhere to the Organization’s values of commitment to FAO, respect for all and integrity and transparency.
PRESENTATION OF REQUESTMENTS
- If you want to apply, go to the FAO Recruitment Website ( Employment in FAO ) and complete your online profile.
- Incomplete applications will not be taken into account. Only applications received through the contracting portal will be considered.
- We advise candidates to submit their application sufficiently in advance of the expiration of the term.
- If you need help, contact: Careers@fao.org.
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