National Administration and Finance Analyst

Organizational Setting

FAO's office for Lebanon is responsible for developing, promoting, overseeing, and implementing agreed strategies for addressing Lebanon's countrywide food, agriculture, and rural development priorities. It develops and maintains relations with the relevant Ministries at the country level. This position is based in FAO Representation in Beirut, Lebanon. The main aim of the FAO country offices, which an FAO Representative heads, is to assist governments in developing 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 supervision of the FAO Representative and direct supervision of the Assistant FAOR-Administration and in close coordination with other Units and colleagues in the office

Technical Focus

The Administration and Finance Analyst maintain processes on the Finance business processes and other Admin functions, ensuring compliance with FAO norms and procedures.

Tasks and responsibilities

• Ensure a high level of collaboration with UN agencies at the country level through participation in the Admin/Finance working group meetings;
• Monitor expenses and disbursements that should be requested to FAO for the timely execution of the programme and project implementation in compliance with FAO rules and procedures
• Monitoring outstanding advances and providing inputs to the travel focal point for the status of outstanding advances monthly;
• Coordinate with the Fixed Assets and Inventory focal point to ensure the safekeeping of all sensitive items and properties of the organization
• Lead the asset and inventory verification exercises in close collaboration with the designated focal point and ensure that reports and necessary forms, ADM83 Form, are completed in case of Loss or Theft of assets timely;
• Ensure meeting deadlines, commitments made, actions taken and coordination of collection and submission of the
reports to the head of the unit;
• Acts as a focal point on the PWB exercises in close collaboration with the RNE FAO Networks team and maintains administrative control records such as commitments and expenditures;
• Ensure adherence to corporate financial systems, rules and regulations, policies and practices and to required recording
and documentation standards\:
• Ensure proper and regular coordination with all of the Units/Departments involved in the disbursement of cash to
beneficiaries (Cash-Based Transfer or Grants) and other payments per budget and plan, including the use of the alternative payment method to disburse the funds;
• Reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and
special reports by preparing and editing data in an appropriate format as requested
• Review the Disbursement Vouchers with corresponding supporting documentation for certification and approval by
signatories;
• Process claims or invoices and other payment requests in line with relevant regulations and instructions;
• Ensure all supporting documents and information are required to justify payment, including receipts, banking details, etc.
are complete before releasing payments;
• Compile and verify budget and accounting data by checking files, calculating costs and estimating anticipated
expenditures; following authorization, make disbursements from petty cash as per delegation, maintain records of such
disbursements and balance accounts as required;
• Assist in the preparation of periodic accounting records, Finance and budget documents; record receipts and
disbursements (ledgers, cash books, vouchers, etc.);
• Support reporting needs and audits with data and supporting documents as required;
• Support the Admin and Finance Unit in the FAO Representation in Lebanon;
• Participation in the organization of training for operations/projects staff on Admin and Finance, synthesis of lessons learned and provision of relevant examples from the best practices in the admin and finance business workflows;
• Perform other related duties and activities as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education
• Minimum 7 years experience in administration, Finance, accounting, cash management and/or asset management-related support work
• Working knowledge of English and Arabic languages
• National of Lebanon.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Ability to communicate clearly and to share knowledge and information;
• Ability to work effectively under pressure;
• Capacity to build effective relationships and partnerships with team members and service providers;
• Ability to take initiative and accomplish tasks in due time;
• Ability to be flexible in changing circumstances and to adapt the work approach in response to changes

Selection Criteria

• Ability to use Oracle 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.
• Demonstrated experience in cooperating with multi-disciplinary teams
• Excellent communication and managerial skills
• Proven ability to meet deadlines with excellent skills to work under pressure.
• A systematic, organized, well-structured and efficient approach to work assignments.
• Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures
• The incumbent 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 backgrounds

ADDITIONAL INFORMATION