Project Administration and Finance Assistant

The Project Administration and Finance Assistant will manage and provide administrative support for the GCP/GLO/1301/SWE project activities, including financial record keeping and assisting in budget monitoring. The role supports project operations, procurement, and coordination with stakeholders to ensure effective project implementation.

Responsibilities

• Assist in project administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the project, and use these records as the basis for preparing quarterly and annual financial reports for submission to Donor, Government etc.
• In coordination with the Project Coordinator, prepare and finalize the project procurement plan
• Provide operational support in the conduct of project activities (e.g. trainings, workshops, and input distributions, among others) by closely coordinating with relevant government, non-government counterparts, and target fisherfolk cooperatives/associations
• Facilitate the preparation of purchase requisitions, travel requests of project staff, including consolidation, submission to and follow-up with the FAO Representation for approval
• Establish offline financial monitoring systems (e.g., field expenditure matrices, etc.) to adequately monitor funds utilization, to be submitted regularly to Manila office for updating of Budget Monitoring Reports (BMR)
• Provide guidance and training to new project support staff in utilizing FAO system-based tools (i.e., GRMS, FPMIS, etc.) that will be valuable for project operations management
• Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC)
• Maintain electronic and paper filing of relevant administrative and financial information
• Ensure timely submission of human resource-related employment requirements for project staff (timesheets, contracts, QARs, and other related documents)
• Prepare and regularly update the project procurement, delivery and distribution schedule in consultation with National Project Coordinator
• Prepare procurement documentations, solicit quotations according to FAO procurement procedures and as may be required
• Compile the resulting quotations and after endorsement by the Project Coordinator, submit for actions by the FAO /Administration/Procurement Unit
• Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies)
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

Requirements

• University degree in Administration, Finance and other related field.
• At least 5 years of relevant experience in project administration/operations
• Working knowledge (level C) of English
• National of the Philippines
• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
• Excellent written and oral communication skills in English and Tagalog
• General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point)

Skills

• Project Administration
• Financial Record Keeping
• Budget Monitoring
• Procurement Support
• Stakeholder Coordination
• Microsoft Office Suite
• Excel
• Word
• Power Point
• Project Operations

Languages

English, Tagalog