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Administrative Assistant

Job Posting

: 17/Oct/2018

Closure Date

: 31/Oct/2018, 6:59:00 PM

Organizational Unit: FLGUY/SLDM PIU

Job Type

: Non-staff opportunities

Type of Requisition: NPP (National Project Personnel)

Grade Level: N/A

Primary Location

: Guyana-Georgetown

Duration: 12 Months

Post Number: N/A


Organizational Setting


The post will be located in Guyana at the GLSC – Project Implementation Unit for the SLDM Project



Reporting Lines


The Administrative Assistant reports to the Chief Technical Advisor of the SLDM project and receives guidance from the Operations Officer.  He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work


Technical Focus


The Administrative Assistant performs a large variety of financial transactions and office support functions contributing to the smooth and efficient running of the PIU..


Tasks and responsibilities


  • Follow-up on timely disbursements by FAO to the PIU account.
  • Assist in the preparation of payments requests for operational expenses, salaries, insurance, etc. against project budgets and work plans.
  • Support the preparation of project work-plans and operational and financial planning processes.
  • Monitor project activities, budget and financial expenditures and maintain a proper record of approved project budgets and their revisions.
  • Prepare proposals for budget revisions.
  • Undertake procurement for the project ensuring timelines are maintained to realise project activities
  • Prepare and submit expenditure and programme budget status reports.
  • Prepare recurring reports as scheduled and special reports as required for budget preparations and audit.
  • Advise and assist international and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services.
  • Undertake other financial and administrative tasks on an ad hoc basis.
  • Ensure that adequate financial controls are in place to maintain propriety and proper accountability of expenditures.
  • Ensure the financial transactions are properly authorized, recorded, have adequate supporting documentation, filled, maintained and can be easily extracted for the purpose of preparing financial statements; and financial audits.
  • Monitor budgets and expenditures and contribute to preparation of budget revision.
  • Liaise with FAO and GLSC to ensure compatibility of the project financial books with financial reports on the project
  • Prepare and submit timely and reliable financial documents and financial reports and statements.
  • Prepare financial reports and statements on a monthly basis
  • Prepare projections based on contracts existing and future
  • Establish a computer based monitoring system for expenditures, and formulate strategic and long-term business plans.
  • Ensure that all procurement process and expenditures of the project are done in accordance with the UNDP procedure
  • Analyse change and advising accordingly.
  • Liaise with auditors to ensure annual monitoring is carried out
  • Be responsible for any financial tasks related to organization of conferences, workshops, retreats and other events of the project






Minimum Requirements   

  • Bachelor’s degree in Accounting or ACCA Level 2
  • At least 3 years financial management experience.
  • Proficiency in written and spoken English



FAO Core Competencies

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


Technical/Functional Skills


  • Relevant and proven experience in providing financial support under a large scale project or programme or at public or private institutions.


Selection Criteria

  • Previous experience working with UN or government agencies an asset
  • Working experience of procurement and financial information systems and software
  • Working experience in preparing financial statements and other related reports, projections and analyses of allocations for outcomes