ANNEX 1

Food and Agriculture organization of the United Nations

Terms of Reference for Consultant NPP x PSA o

Minimum number of years of relevant experience required: 3yr x 5yrs o 12+yrs

Vacancy Number: FVAC17.004
Job Title: / Project Administrative Assistant
Division/Department: / FAO Lebanon
Programme/Project Number: / Promotion of Agricultural Livelihoods and Employment through Investment in Land Reclamation and Water Reservoirs (OSRO/LEB/602/NET)
Location: / Beirut - Lebanon, with field missions
Expected Start Date of Assignment: / March 20, 2017 / Duration: / 1 year, renewable
Reports to: / Name: / Dany Lichaa El-Khoury / Title: / Project Manager

General Description of task(s) and objectives to be achieved

Under the overall supervision of the FAO Representative in Lebanon, the direct supervision of the Project Manager, in close collaboration with the Resilience and Liason Officer, the Assistant FAO Representative – Administration Assistant, the Project Administrative Assistant will be responsible for providing a variety of routine administrative and financial support functions for project OSRO/LEB/602/NET in accordance with FAO’s rules and regulations. His/her tasks include the following:
 Provide support to the Project Manager in all administrative and financial aspects of the project.
 Assist in the preparation and implementation of project activities/outputs and provide all relevant logistical support.
 Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases; verify accuracy of data documents; make necessary calculations.
 Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general project accounts.
 Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
 Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
 Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
 Maintain a filing system of administrative and financial documents.
 Maintain updated the FAO procedures and regulations in relation with the project implementation, recruitment and procurement.
 Work in close coordination with the Project Manager and FAOR Administrative Assistant in the preparation and issuance of bidding documents, monitoring of contract deliverables and payments, and preparation of the six-month financial reports.
 Organize and coordinate meetings, workshops, and field trips as required.
 Assist in the identification and quantification of project equipment and supplies to be procured and in their reception (including customs clearance if needed), distribution and installation.
 Procure and manage office supplies, equipment and other project materials.
 Assist in the identification of national consultants to be recruited, and keep related profiles and records.
 Oversee the timely payment of project related commitments.
 Act as a security focal point for the project, under the guidance of the FAOR security focal point.
 Make travel and hotel reservations, prepares travel authorization forms and assembles information pertinent to purpose of travel.
 Manage the administration of project related travel and DSA payments, as well as, other entitlements and claims, in close coordination with FAO Administrative Assistant.
 Support the administration of personnel and equipment.
 Perform other duties as requested by the FAO Representative or the. Project Manager.
Minimum Requirements
 Education: Secondary school education or equivalent commercial school.
 Work experience: Three years of administrative or accounting experience with humanitarian or development projects.
 Languages: Working knowledge (level C) of the FAO official language used for communication within the country (Arabic, English)
 IT skills: Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel) etc. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format. Willingness to learn and use FAO´s financial and management software applications.
 Office Management Skills: Systematic, well structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures.
 Interpersonal communication and teamwork skills: Must possess a cooperative spirit, flexibility and openness to work in an international environment. Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background.

Submission guidelines:If you wish to apply for any vacancy, please submit your Personal History Form (PHF) by e-mail with the job code number and position title in the subject line to: no later than Friday 10 March 2017. Late applications will not be accepted. Only applications with a completed PHF will be considered. The PHF is available on the following link: (http://www.fao.org/fileadmin/user_upload/Employment/docs/Personal_History_Form.doc). Only short-listed candidates will be contacted. FAO seeks to ensure that male and female employees are given equal career opportunities. FAO is committed to achieving workforce diversity in terms of gender and culture. All applications will be treated with the strictest confidentiality.