Financial & Administrative Assistant – Food and Agriculture Organisation (FAO)

Financial & Administrative Assistant

JOB DESCRIPTION

The Food and Agriculture Organization (FAO) of the United Nations (UN) with funding from the Global Environmental Facility (GEF) has engaged the Environmental Management Agency (EMA) of Zimbabwe to implement the GEF-7 Project, through an Operational Partners

Agreement (OPA).

The project is being implemented from December 2021 to November 2026. The project is part of a global impact programme led by FAO, titled the Sustainable Forest Management impact Programme on Dryland Sustainable Landscapes. In Zimbabwe, the project will promote sustainable forest and land management in dryland landscapes in the South Eastern low-veld of Zimbabwe. It will support a cross-sector approach which will result in mainstreaming of sustainable forest and land management to enhance ecosystem resilience for improved livelihoods in the Save and Runde Catchments of Zimbabwe.

Applications are invited from suitably qualified persons to fill the position of FINANCIAL AND ADMINISTRATIVE ASSISTANT under this project. The position is a full-time contract that is renewable every two years.

Station: Harare, with extensive travel to the project landscape

Under the general supervision of the National Project Coordinator (NPC), and in close collaboration with the project executing partners. the Financial and Administrative Assistant will take the operational responsibility for timety delivery of the project outcomes and outputs. In particular, he/she will perform the following main tasks:

Duties and Responsibilities

• In consultation with the NPC provides inputs regarding project budgetary matters to mid-term reviews and final evaluations;
• Manages the logistics for the Project Management Unit (PMU) and relevant government focal points, participation to regional and global training’s and knowledge events organized by the DSL IP global and regional coordination structure.
• Ensures smooth and timely implementation of project activities in support of the results-based work plan, through operational and administrative procedures according to FAQ rules and standards:
• Coordinates the project operational arrangements through contractual agreements with key project partners;
• Arranges the operations needed for signing of contracts with implementing partners and liaises with FAQ for the Government Cooperation Programme (GCP) agreement signature;
• Maintains inter-departmental linkages with FAO units for Donor liaison, Finance, Human Resources. and other units as required:
• Day-to-day management of the project budget, including the monitoring of cash availability, budget preparation and budget revisions to be reviewed by the NPC;
• Ensures the accurate recording of all data relevant for operational, financial and results- based monitoring:
• Ensures that relevant reports on expenditures, forecasts, progress against work plans, project closure, are prepared and submitted in accordance with FAO and GEF defined Procedures and reporting formats, schedules and communications channels, as required:
• Executes accurate and timely actions on all operational requirements for personnel- related matters, equipment and material procurement, and field disbursements;
• Participates and represents the project in collaborative meetings with project partners and the Project Steering Committee, as required:
• Undertakes missions to monitor the outputs-based budget and resolves outstanding operational problems, as appropriate;
• Initiates travel authorizations for staff and non-staff, prepares travel expense claims and secondment;
• Assists in the preparation of meetings, workshop and seminars, books meeting rooms and ensures that all necessary arrangements are made; and
• Be responsible for results achieved within her/his area of work and ensures issues affecting project delivery and success are brought to the attention of higher-level authorities through the BH in a timely manner.

Qualification, Experience and Competencies:

• Degree in Accounting. Business Administration. Economics or related fields.
• Proven experience in project operation and management related to Natural Resources Management, Agriculture, or ether developmental projects.
• Experience with the implementation of UN and/or GEF-funded projects would be a strong advantage.
• Demonstrated knowledge of GEF, UN, FAQ and other project management systems.