FAO-Somalia Jobs

Food and Agriculture Organization of the United Nations1. Vacancy Announcement No: FAO/25/2015
Position Title: Junior Finance Assistant
Grade Level: SC3
Contract type: Service Contract
Duty Station: Nairobi
Organizational Unit: FAO-Somalia
Duration: 3 months
Eligible Candidates: Kenyan nationals only
Anticipated start date: Immediately

General Description of Tasks and Objectives to be Achieved: Under the overall guidance of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Senior Administrative

Officer, the incumbent provides operational and office assistance to FAO programmes and projects and performs a variety of administrative functions of the office.

Manage data in the areas of FAO’s activities in the country, and analyse and summarize data from various sources, including FAO corporate systems, such as Global Resources Management System, Human Resource database, country data bases, etc. Verification of data from hard copy records and files;

Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.

Assist in the maintenance of imprest accounts, in the reconciliation of expenditures, balances, payments, statements and other data; monitor project, programme and general office accounts;

Carry out administrative duties, such as assisting for travel arrangements

Assist in project monitoring by maintaining current registers and controlling tools on the status of projects at various stages; review inputs, expenditures and time frames according to work plans; make necessary abstracts and computations; detect inconsistencies.

Prepare correspondence on administrative and operational matters, as required.

Maintain a filing system of technical and administrative documents and correspondence.

Assist in maintaining local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.

Assist in the liaison with local banks and financial institutions and in the maintenance of bank accounts.

Carry out other specific administrative and operational tasks for programme/ project implementation as requested.

Perform other related duties as required.Minimum Requirements
Education: Secondary school education or equivalent commercial school. Bachelor’s degree in Finance, Accounting or Commerce will be an advantage.
Work Experience: Two years of accounting/clerical, general office and/or operations experience, including: analysing, processing and editing of information and data and record keeping of financial documents.
Languages: Working knowledge (level C) of the FAO official language used for communication within the country and working knowledge of the local language is required.
IT Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.

Ability to use accounting 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.Office Management Skills:

Systematic, well-structured and efficient approach to work assignments.

Analytical ability, accuracy and consistency.

Exercise diligence and care in dealing with records and expenditures.Interpersonal Communications and Teamwork Skills:

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 background.2. Vacancy Announcement No: FAO/26/2015
Position Title: Finance Assistant
Grade Level: SC6
Contract type: Service Contract
Duty Station: Nairobi
Organizational Unit: FAO-Somalia
Duration: 3 months
Eligible Candidates: Kenyan nationals only
Anticipated start date: Immediately
General Description of Tasks and Objectives to be Achieved: Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Senior Administrative Officer, provides administrative, financial and accounting support activities for the FAO Somalia Office.
With leeway for independent action, the incumbent performs the following duties:

Analyze payment workloads by project and on this basis assign project responsibilities to the Admin Clerks. Review workloads regularly.

Maintain the petty cash account for the OSU and report regularly on it; receive, review and certify reports of all other authorized FAO petty cash accounts.

Develop a payment schedule to ensure an even distribution as possible of payments throughout the month.

Reconcile creditor statements, and maintain liaison with creditors to ensure payments are made promptly and accounts stay current.

Manage the United Nations Humanitarian Air Services (UNHAS) account and corresponding cashbook

Act as principal FAO focal point for money vendor relations

Receive money vendor invoices; verify that all have confirmations of receipt, and request payment.

Compile the monthly disbursement estimates from the various programmes and forward this to the Head of Unit at the end of every month so that the necessary replenishment is requested from HQs.

Maintain a register of all advances, follow up directly with concerned staff members on all outstanding of more than 30 days, and arrange for salary recovery after 90 days.

Manage payroll deductions for UNSACCO and medical insurance premiums.

Prepare blanket Value Added Tax (VAT) exemption requests and follow up on their approval for transmission to suppliers.

Develop and maintain a log of VAT exemption requests, and follow up on requests not approved within agreed-upon turnover times.

Review monthly and yearly imprest returns and carry out monthly bank reconciliations.

Assist newly arriving or departing staff members in opening/closing bank accounts, exchanging currency and other financial matters.

Oversees all GRMS payments processing.

Perform other related duties as required.Minimum Requirements
Education: Secondary school education or equivalent commercial school. Bachelor’s degree in Finance, Accounting or Commerce will be an advantage.
Work Experience: Minimum of five (5) years Accounting, Administrative and Office management experience in an International Organization.
Languages: Working knowledge (level C) of the FAO official language used for communication within the country and working knowledge of the local language is required.
IT Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.

Ability to use accounting 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.Office Management Skills:

Systematic, well-structured and efficient approach to work assignments.

Analytical ability, accuracy and consistency.

Exercise diligence and care in dealing with records and expenditures.Interpersonal Communications and Teamwork Skills:

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 background.3. Vacancy Announcement No: FAO/27/2015
Position Title: Jnr Travel Assistant
Grade Level: SC3
Contract type: Service Contract
Duty Station: Nairobi
Organizational Unit: FAO-Somalia
Duration: 3 months
Eligible Candidates: Kenyan nationals only
Anticipated start date: Immediately
General Description of Tasks and Objectives to be Achieved: Under the overall supervision of the Officer in Charge (O.I.C.) for FAO Somalia and the Senior Administrative Officer, and direct supervision of the Finance and Administration Officer, the incumbent will provide support to the Administrative office operations performing a variety of standard administrative and travel processes ensuring high quality and accuracy of work.
He/she will additionally:

Undertake travel preparation and planning of travel activities in GRMS;

Prepare travel arrangements and hotel reservations, preparation of travel authorizations, and ensure preparation for the arrival of VIPs and coordinate their reception at the airport;

Arrange and coordinate training venues and accommodation for invited participants to trainings/workshops/seminars/meetings. In addition, ensure completion of security requirements by Travellers

Arrange, coordinate t and follow up of issuance of Travel Authorizations by Headquarters;

In liaison with the Protocol focal point, prepare requests for travel visas, and follow-up regarding their issuance from the Ministry of Foreign Affairs.

Support the collection of information for DSA, travel agencies and other administrative surveys;

Maintain the Travel team filing system ensuring safekeeping and accuracy of travel documents and materials;

Control all travel expense claims ensuring the signature of travellers & Budget Holders or approving officers, adequacy of supporting documents, and compliance with authorised final itinerary;

Extract data from various sources and cost analysis of travel services to units;

Research and retrieve statistical data from internal and external sources and prepare statistical charts, tables and reports on travel operations;

Assist in the preparation of budget for travel, meetings, workshop events, and provision of information for audit;

Perform other related duties as required.Minimum Requirements
Education: Secondary school education or equivalent commercial school. Bachelor’s degree in general Administration or Travel management will be an advantage.
Work Experience: Minimum of two (2) years relevant administrative and travel operations experience in an International Organization.
Languages: Working knowledge (level C) of the FAO official language used for communication within the country and working knowledge of the local language is required.
IT Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.

Ability to use accounting 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.Office Management Skills:

Systematic, well-structured and efficient approach to work assignments.

Analytical ability, accuracy and consistency.

Exercise diligence and care in dealing with records and expenditures.Interpersonal Communications and Teamwork Skills:

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 background.4. Vacancy Announcement No: FAO/22/2015
Position Title: Budget Assistant
2 Positions
Grade Level: SC4
Contract type: Service Contract
Duty Station: Nairobi
Organizational Unit: FAO-Somalia
Duration: 3 months
Eligible Candidates: Kenyan nationals only
Anticipated start date: Immediately
General Description of Tasks and Objectives to be Achieved: Under the overall supervision of the Officer in Charge FAO Somalia and under the direct supervision of the Senior Administrative Officer, the incumbent will provide critical administrative and finance related support to the finance and budget team.
Specifically, he/she will:

Maintain a commitments register (contracts, purchase orders, travel authorizations, operating expenses) for assigned projects for the purpose of providing charge information to the Payments Desk. In consultation with project managers, charge payments to appropriate codes if not covered by commitments.

Monitor expenditure against assigned project budgets and FBAs, and identify need for new FBAs, review and forward to HQ. Keep projects advised of status.

Maintain the budget control sheets for all assigned projects certify availability of funds for financial commitments and prepare Field Budget Authorization (FBA) requests when additional funds are needed.

In consultation with managers of EC-funded projects, convert codes for field expenditure into EC format.

Consult regularly, at least monthly, the official FAO financial records for all assigned projects available in its Data Warehouse, and reconcile local budget control sheets with them.

Assist in the analysis of expenditure patterns and identify opportunities for cost containment.

Report monthly to the Operations Manager on overall budget performance for all assigned projects using the Data Warehouse.

Prepare budget reports as needed and on instruction from the Operations Manager or project managers.

Assist project managers in developing budgets for project proposals.

Identify need for budget revisions, and assist project managers in their preparation and review.

Draft correspondence related to the above responsibilities.

Perform any other related duties as assigned.Minimum Requirements
Education: Secondary school education or equivalent commercial school. Bachelor’s degree in Finance, Accounting or Commerce will be an advantage.
Work Experience: Three years of relevant experience in finance / budget-related work in an International organization.
Languages: Working knowledge (level C) of the FAO official language used for communication within the country and working knowledge of the local language is required.
IT Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.

Ability to use accounting 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.Office Management Skills:

Systematic, well-structured and efficient approach to work assignments.

Analytical ability, accuracy and consistency.

Exercise diligence and care in dealing with records and expenditures.Interpersonal Communications and Teamwork Skills:

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 background.5. Vacancy Announcement No: FAO/23/2015
Position Title: Jnr. ICT Assistant
Grade Level: SC3
Contract type: Service Contract
Duty Station: Nairobi
Organizational Unit: FAO-Somalia
Duration: 3 months
Eligible Candidates: Kenyan nationals only
Anticipated start date: Immediately
General Description of Tasks and Objectives to be Achieved: Under the overall supervision of the FAO Somalia O.i.C, and direct supervision of the ICT Coordinator, the incumbent will perform the following duties:

Ensure day-to-day functionality of all computing resources are in working order and liaise with administration to ensure accessories and consumables are available for timely replacement

Upgrade application software to ensure highest productivity and troubleshoot and resolve software problems and assist FAO staff to customize and automate routine tasks.

Monitor, troubleshoot and resolve internet/e-mail connection connectivity problems and upgrade network hardware and software to ensure utmost productivity.

Carry out regular data backup on client and server machines.

Support development, testing, error checking and deployment of in-house software.

Support development, testing, error checking and deployment of the FAO intranet.

Maintain a wireless network for internet connectivity for visitors in selected common and meeting areas ensuring proper usage at all times.

Ensure that the software for all security systems and call logging are functioning properly at all times.

Ensure that all shared network resources such as printers, plotters, scanners, CD writers, etc are in working order and liaise with administration to ensure all the appropriate back up stock of accessories and consumables are available for timely replacement.

Assist staff with software problems and queries, including customizing and automating routine tasks using macros and other built-in features, and upgrade application software as necessary to ensure highest productivity.

Change daily data backup tape and escalate failure incidents to the ICT Officer for remedial action.

Collect and process antivirus status and logs from clients and servers for the monthly security status report.

Perform other related duties as required.Minimum Requirements
Education: Secondary school education or equivalent commercial school. Bachelors Degree in Computer Science or any ICT related Degree
Work Experience: At least two (2) years of IT support experience working in an International Organization.
Technical Competencies

Systematic and efficient approach to work assignments with good judgment and problem-solving ability and ability to implement IT work plans.

Good judgment and ability to organize office work and prepare correspondence on own initiative;

Ability to work effectively with people of different national and cultural backgrounds; Ability to work under pressure and work extra hours to meet deadlines and attention to detail

Team player with good interpersonal skills;Languages: Working knowledge (level C) of the FAO official language used for communication within the country and working knowledge of the local language is required.
IT Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.

Ability to use accounting 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.Office Management Skills:

Systematic, well-structured and efficient approach to work assignments.

Analytical ability, accuracy and consistency.

Exercise diligence and care in dealing with records and expenditures.Interpersonal Communications and Teamwork Skills:

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 background.6. Vacancy Announcement No: FAO/24/2015
Position Title: Jnr Budget Assistant
Grade Level: SC2
Contract type: Service Contract
Duty Station: Nairobi
Organizational Unit: FAO-Somalia
Duration: 3 months
Eligible Candidates: Kenyan nationals only
Anticipated start date: Immediately
General Description of Tasks and Objectives to be Achieved: Under the overall supervision of the Officer in Charge FAO Somalia and under the direct supervision of the Senior Administrative Officer, the incumbent will provide administrative and finance related assistance to the finance and budget team.
Specifically, she/he will:
Provide budget and administrative support to the budget section to;

Monitor programme budget allotment and expenditure against assigned project budgets and FBAs, and identify need for new FBAs, review and share with HQ as appropriate. Keeps all project staff informed on any conditions including reporting requirements.

Support the maintenance of the commitments register (contracts, purchase orders, travel authorizations, operating expenses) for assigned projects for the purpose of providing charge information to the payments desk. In consultation with project managers, charge payments to appropriate codes if not covered by commitments.

Provide effective support to maintain budget control sheets for all assigned projects, certify availability of funds for financial commitments and prepare Field Budget Authorization (FBA) requests when additional funds are neededProvide effective support for the management of assigned project budgets to;

Assist in guiding relevant programme staff for budget revision, project status, determination of unutilized funds, operational and financial closure of projects.

In consultation with budget managers for EC-funded projects, convert codes for field expenditure into EC format.

At least monthly, access the official FAO financial records for all assigned projects available in the data warehouse, and reconcile local budget control sheets with them. Assist the Budget Assistant undertake analysis of expenditure patterns and identify opportunities for cost containment.

Assist in budget performance reporting tasks including but not limited to Monthly reporting to the Senior Administrative Officer on overall budget performance for all assigned projects using the data warehouse.

Preparation of budget reports as needed and on instruction from the Senior Administrative Officer or project managers.

Assist project managers in assigning budgets/ budget codes to project proposals.

Identify appropriate troubleshooting areas such as the need for budget revisions, and assist project managers in their preparation and review.

Play an Operations Assistant role to FAO programmes and projects and perform a variety of administrative functions including, but not limited to maintaining the filling system for technical and administrative documents and correspondence and drafting formal correspondence for the attention and approval of the Senior Administrative Officer related to the above responsibilities.

Perform any other related duties as assigned.Minimum Requirements
Education: Secondary school education or equivalent commercial school.
Work Experience: One year relevant work experience in a clerical, administrative or accounting.
Languages: Working knowledge (level C) of the FAO official language used for communication within the country and working knowledge of the local language is required.
IT Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.

Ability to use accounting 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.Office Management Skills:

Systematic, well-structured and efficient approach to work assignments.

Analytical ability, accuracy and consistency.

Exercise diligence and care in dealing with records and expenditures.Interpersonal Communications and Teamwork Skills:

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 background.How to Apply:
Interested applicants are required to submit
(1) a covering letter,
(2) detailed Curriculum Vitae and
(3) Personal Profile form (PPF) from FAO iRecruitment.
To create the PPF, please follow the instructions available at: FAO iRecruitment
In order for your application to be properly evaluated, please ensure that all sections of the on-line profile are completed.
Please send your application to HR-Somalia@fao.org quoting the Position Title and Vacancy Announcement No. “Jnr Finance Assistant FAO 25 2015” in the subject heading.
Deadline: 8th Aug 2015
Applications received after the closing date and applications without all the specified/ required documents will not be given consideration.
Only short listed candidates will be contacted.