National Finance and Administrative Specialist

The National Finance and Administrative Specialist will provide administrative and operational support to assigned projects and programme activities in the FAO Fiji Office. The role involves financial management, budget monitoring, payments, financial reporting, records management, travel and event administration, personnel support, internal controls, and operational capacity development for assigned projects in Fiji.

Responsibilities

• Serve as the focal point for the administrative and financial support of assigned project activities and ensure that day-to-day actions are processed accurately and on time
• Support the preparation and regular updating of project work plans, budgets, delivery forecasts and operational schedules, and monitor implementation against approved allocations and timelines
• Maintain accurate financial records and supporting documentation for commitments, expenditures, payments, advances, receivables and other project transactions in accordance with FAO procedures
• Review transaction listings and budget status reports, identify errors or unusual charges, follow up on corrections and alert the supervisor to potential under-expenditure, over-expenditure or funding gaps
• Support the preparation of project budgets, cash-flow forecasts, periodic financial reports
• Prepare the annual and semiannual financial reports of project required for donor
• Prepare complete payment packages for eligible project expenses, service providers, implementing partners, personnel, travel and other authorized costs, and follow up with responsible units until completion
• Monitor cash advances and operational partner advances, maintain settlement schedules and follow up on supporting documentation and timely clearance in accordance with FAO requirements
• Support monthly and periodic financial closure processes, reconciliation of project records and preparation of documentation required for audit, assurance or financial review exercises
• Maintain organized electronic and hard-copy files for project documents, agreements, correspondence, financial records, reports, personnel records, meeting records and other official documentation
• Provide administrative support for duty exemptions related to procured goods
• Coordinate local travel administration processes
• Maintain inventories of office supplies and administrative equipment, coordinate replenishment and maintenance requests, and support the proper custody and use of office assets
• Maintain the asset purchased under the project and support the physical asset verification exercise
• Maintain complete and up-to-date information in FAO corporate systems, project monitoring tools and shared filing systems, and support the preparation of portfolio and management reports
• Perform other related duties as required

Requirements

• University degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in Accounting, Finance, Business Administration, Public Administration, Economics, Management or a related field
• At least three (3) years of relevant experience in finance, accounting, administration, or project operations support
• Demonstrated experience in budget monitoring, financial reporting, and maintaining financial records
• Knowledge of FAO rules, procedures and systems would be an asset
• Working knowledge of English
• Knowledge of a local Fiji language would be an advantage
• National of the country

Skills

• Budget Monitoring
• Financial Reporting
• Financial Records Management
• Project Operations
• Payment Processing
• Travel Administration
• Event Management
• Personnel Support
• Internal Controls
• Operational Capacity Development
• FAO Rules and Procedures
• Accounting
• Finance
• Business Administration
• Public Administration
• Economics
• Management

Languages

English