Assistant FAO Representative (Administration)

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations. 
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide. FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. Specifically, FAO Country Offices:(I advocate, inform and support policies and investments in the areas of FAO's mandate.(ii) provide technical assistance and deliver core services.(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation.(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation and(v) ensure risk-smart and accountable operations and management. FAO's assistance in Kyrgyzstan is shaped by the 202 -2027 FAO Country Programming Framework (CPF), which is centred on three strategic priority areas:
• Strategic Priority 1: Support national efforts to respond to people's needs by ensuring equitable access to quality social services, including education, health, social protection and decent work, through effective policies and appropriate financing mechanisms, with the participation of all parties.
• Strategic Priority 2: Support national efforts to promote prosperity and resilience for all citizens through inclusive and equitable green socioeconomic development.
• Strategic Priority 3: Support national efforts to promote inclusive and gender-transformative approaches to climate action, disaster risk management and environmental protection to conserve natural resources and leverage ecosystem benefits for sustainable human development.

The position is located in the FAO Representation in Bishkek, Kyrgyzstan.

Reporting Lines

The Assistant FAO Representative (Administration) reports to the FAO Representative.

Technical Focus

Programme administration and financial management, including accounting and personnel administration.

Key Results

Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.

Key Functions

•     Plans, organizes and coordinates the office's administrative services.
•     Provides administrative support in the implementation of FAO collaborative programmes and ensures periodic monitoring of their implementation.
•     Plans and implements procedures, norms and systems in compliance with existing policies, for a full range of administration-related processes.
•     Manages and supervises the administrative team.
•     Reviews and analyses data from a wide variety of sources, including FAO's corporate systems and database.
•     Prepares reports, financial and budgetary estimates for projects; plans and organizes the application, control and accounting of approved budgetary allocations by projects and programmes; prepares special reports for budget preparation, audits and other requests.
•     Reviews accounts, processes payments in accordance with established rules and liaises with local banks and financial institutions.
•     Oversees the financial and administrative correspondence and filing system of the office.
•     Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained; ensures compliance with the Organization's security guidelines (Minimum Operational Security Standards - MOSS).

Specific Functions

• Oversees financial record-keeping, monitoring systems, and imprest account management.
• Ensures operational expenditures strictly adhere to approved budgets by verifying the completeness and consistency of commitment documents and proactively reporting any variances. 
• Leads financial and administrative operations, ensuring regulatory compliance in payment processing and maintaining appropriate documentation systems to support organizational accountability.
• Prepares recurring financial reports for programs, projects, and budget planning, while liaising with local banks and financial institutions.
• Develops Standard Operational Procedures and internal CO guides for administrative and financial matters according to corporate rules and regulations.
• Provides strategic input for the FAO Representative's annual reports and takes a lead role in preparing comprehnsive reports on administrative and financial matters. 
• Consolidates and maintains updates to HR, travel, and procurement plans in cooperation with administrative and programme teams.
• Ensures proper maintenance of office premises, equipment, and supplies, and manages office inventory and the procurement of goods and services in line with organizational policies.
• Supports internal communication and dissemination of organizational policies and updates, and ensures adherence to organizational policies, procedures, and standards.
• Identifies and suggests mitigation actions on administrative risks.
• Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained.
• Contributes to UN Efficiency Agenda, including adopting Business Operations Strategy in the country office and expanding participation in shared initiatives to improve efficiency and cost-effectiveness in its support services.
• Participates in Operational Management Team meetings and advocates for FAO and management interests at these meetings.
• Ensures coordination of activities related to Organizational Resilience Management System (ORMS).
• Ensures compliance with FAO's Data Protection Policy by securely managing sensitive information, controlling access, and training staff on confidentiality and responsible data handling. 
• Reports any data risks or breaches and supports regular reviews to uphold data protection standards.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     National of Kyrgyzstan
•     Advanced university degree (Master’s degree or equivalent) in a field related to business or public administration.
•     Three years of relevant experience in office management, administration, accounting and/or audit, budget or finance.
•     Working knowledge (proficiency - level C) of English, Russian and of the local language (Kyrgyz).

Competencies

•     Results Focus
•     Teamwork
•     Communication
•     Building effective relationships
•     Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•     Work experience in more than one location or area of work, particularly in field positions, is desirable.
•   Extent and relevance of experience in the field of office management and administration including supervisory experience.
•   Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures.
•   Extent of knowledge of FAO's corporate systems and database, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset.
•   Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.