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Organizational Setting
FAO’s office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.
Reporting Lines
Under the overall guidance of FAO Representative in Yemen, the direct supervision of the direct supervision of the Finance Specialist and Assistant FAO Representative (Admin) in Yemen, and in close cooperation with FAO Units.
Technical Focus
The Finance Assistant performs a variety of routine administrative and financial duties for the control and maintenance of accounts and in the processing of finance/ accounting/ budget-related transactions. The incumbent exercises judgement, identifies errors and supports sound financial practice. The Finance Assistant also provides administrative support to programme and project activities
Tasks and responsibilities
- Assist in the monitoring of budget expenditures against plans and allocated resources, to assist the Programme Unit and CTAs in their budgetary preparation of Field Budget Authorization (FBAs) and assist in initiating timely action for revisions and amendments
- Assist in office administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects, particularly, Cash-Based Transfer, and use these records as basis for preparing financial reports for use by the FAOR, donor, Government and other partners.
- Raise invoices in GRMS and take follow up action as needed on invoice validation and check processing
- Update and maintain electronic and paper filing of relevant administrative and financial information;
- Check, finalize and forward the requests for accounting adjustments and funding change for further processing to the Finance Specialist and AFAOR (Admin).
- Assist in preparing and monitoring the Periodic Budget Report (PBR) related to the Cash-Based Transfer (CBT) projects, including validating the delivery estimates of projects
- Review liquidations of the request for Cash Transfer to the beneficiaries (OCAs) and Letters of Agreement (LOA) related to the CBT projects.
- Assist in providing day to day operational support to all field projects in Yemen and to the FAO Yemen programme.
- Work closely with all of the Units/Departments involved in the disbursement of cash to beneficiaries.
- Assist Finance Specialist and AFAOR-Admin in liaising with Financial Service Providers (FSP) to facilitate beneficiary payments
- Prepare the Bank Letter Authorization to the Financial Service Provider based on the approved Transfer Instruction.
- Receive and logging invoices from the FSP, plus any attached disbursement report and supporting documentation.
- Ensure proper filing of all documentation relevant to the supporting documents related to the FSP
- Follow up on invoices payments and ensure completed documents are submitted
- Track and reconcile Payment instructions with completion reports and supporting documents
- Update project team about the status of transfers for their follow up
- Perform other related duties and activities as required;
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
- University Degree in Accounting or related fields
- Five years of relevant experience in finance, administration, and operations
- Full competency and fluency in English and Arabic.
- National of Yemen.
FAO Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical/Functional 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
- Experience in handling of web-based management systems.
- Good knowledge of the MS Office applications, Internet and office technology equipment
Selection Criteria
- Possesses basic knowledge of organizational policies and procedures related to the asset management and applies them consistently in work tasks
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments;
- Presentation of information on best practices in organizational change
- Demonstrates ability to identify problems and proposes solutions
- Uses information/databases/other management systems
- Demonstrates corporate knowledge and sound judgment
- Excellent communication skills
- Self-development, initiative-taking
- Acts as a team player and facilitating team work
- Facilitates and encourages open communication in the team, communicating effectively
- Learns and shares knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
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