Project Assistant

Vacancy number: FVAC17.018

Job Title**: Project Assistant

Division/Department: FAO Lebanon

Programme/Project Number: “Promotion of Good Agricultural Practices, Including Integrated Pest Management, to reduce agrochemical pollution in upper Litani basin”  (UTF/LEB/028/LEB)

Duty Station: Chtaura - Lebanon, with field missions

Expected Start Date of Assignment: January 1, 2018

Duration: 1 year with the possibility of extension

Reports to: 

Name: Imad NAHHAL

Title: Project Manager

General Description of task(s) and objectives to be achieved

Under the overall supervision of the FAO Representative in Lebanon, the direct supervision of the Project Manager, in close collaboration with staff in the FAO representation, the Project Administrative Assistant will be responsible for providing a variety of routine administrative and financial support functions for project UTF/LEB/028/LEB in accordance with FAO’s rules and regulations. His/her tasks include the following:

Administration

• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain updated the FAO procedures and regulations in relation with the project implementation, recruitment and procurement.
• Work in close coordination with the Project Manager and FAOR Administrative Assistant in the preparation and issuance of bidding documents, monitoring of contract deliverables and payments, and preparation of the six-month financial reports.
• Organize and coordinate meetings, workshops, and field trips as required.
• Assist in the identification and quantification of project equipment and supplies to be procured and in their reception (including customs clearance if needed), distribution and installation.
• Assist in Procurement  of office suppliers, equipment and manage office supplies, equipment and other project materials.
• Act as a security focal point for the project, under the guidance of the FAOR security focal point.
• Make travel and hotel reservations, prepares travel authorization forms and assembles information pertinent to purpose of travel.
• Manage the administration of project related travel and DSA payments, as well as, other entitlements and claims
• Perform other duties as assigned by the supervisor

Finance and Budget monitoring

• reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general project accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.);
• make disbursements from petty cash fund and balance accounts.
• Oversee the timely payment of project related commitments.

key performance indicators

Minimum Requirements 

• Education: University Degree in Business Administration, Finance, Accounting, or a relevant field preferred.
• 3 years of practical experience in general project/office Three years of administrative or accounting experience with humanitarian or development projects.
• Previous work experience with UN agencies would be an asset
• Good computer skills and proficiency in English language is required. 
• Ability to work efficiently and accurately
• Communication skills to maintain good working relationships with people from different nationality and cultural background.

Language: Proficiency in English and Arabic

Expected Outputs: Efficient support to the Project in all administrative and financial aspects of the project.

Required Completion Date: Throughout the duration of assignment