National Administrative & Finance Associate

VA NO. FAO/KBL/PRJ/SC/09-2020

Functional  Title:

National Administrative & Finance Associate

Type of Contract:

National Project Personnel / Service Contract (NPP/SC)

Grade / Level:

SB-3

Number of Post (s) :

1 (One)

Duration :

12 Months

Extendable / Renewable:

Extendable, Based on Satisfactory Performance and Budget Availability

Probationary Period:

Initial 3 Months

Project / Programme / Unit: 

Strengthening Country Capacity for Engagement with GCF and Direct Access to Climate Finance: (GCF Readiness II) - GCP/AFG/105/GCR Project

Duty Station:

Kabul – Afghanistan, with frequent domestic travel to provinces

Sub – Station:

Nil

DUTIES / RESPONSIBILITIES:

Organization Settings:

Through its Country Offices, or FAO Representations, FAO assists governments to develop policies, Programmes and projects to address hunger, food security and malnutrition, and provides technical support for the sustainable development of their agricultural, livestock, animal health, and irrigation and forestry sectors as well as emergency preparedness and response. The activities of the FAO Representation include design and implementation of country-tailored field Programmes, liaison with local donor representatives and active public awareness raising and outreach activities related to the mandate of FAO.

FAO assistance in Afghanistan achieves its objectives through capacity development and direct project implementation in four specific areas of FAO’s technical expertise: 

• Better governance through improved capacity for policy planning, land reform, decentralization, and management of common natural resources;
• Fostering expansion of irrigation and field water management; 
• Intensive agriculture for surplus commercialization, value chains development, and job creation;
• Supporting vulnerable farmers for improved food and nutrition security, resilience, and emergency response to natural and man-made disasters and climate change.

This position is established under the GCP/AFG/105/GCR Project in Afghanistan, and the duty station is Kabul, with frequent travels to other project locations in the provinces covered by the respective project.

Project Background:

Afghanistan is highly vulnerable to the impacts of climate change. A high proportion of the population rely on climate-sensitive sectors, particularly agriculture and animal husbandry. Increasingly uncertain and extreme climatic conditions such as droughts, floods and erratic rain fall patterns impact the productivity of these sectors. Climate change therefore poses a direct threat to marginalized, vulnerable communities and sustainable economic development in the country. In this context, Afghanistan will need to build and manage a fruitful partnership with the Green Climate Fund (GCF).

The Government of Islamic Republic of Afghanistan (GoIRA) has been engaged with the GCF to help the country develop and implement durable adaptation and mitigation actions to pursue climate resilient and low emission development pathways. The National Environment Protection Agency (NEPA) – GCF National Designed Authority (NDA) – is implementing an initial Readiness and Preparatory Support project (hereafter referred to as ‘Readiness I’) to strengthen the NDA’s capacity and coordination mechanisms, develop No Objection Procedures (NOP) and an initial GCF country programme.

To further strengthen the NDA’s capacity for strategic engagement with GCF, the NDA has requested FAO to develop this second Readiness proposal (hereafter referred to as ‘Readiness II’) to:

• Further strengthen NDA capacity, addressing the gaps identified in Readiness I;
• Increase stakeholder engagement, particularly at sub-national levels and of civil society and private sector;
• Strengthen capacity for gender considerations in GCF country programming and projects;
• Further develop the Country Programme;
• Develop system and capacity of NEPA for MRV of climate finance;
• Prepare for DAE accreditation; and
• Develop climate finance strategy including strategy for the private sector to access GCF and for unblocking private investments in climate actions.

The Readiness II implementation will draw on the NDA office and coordination mechanisms established under Readiness I while providing critical technical support a more strategic engagement with the GCF to boost climate finance in Afghanistan.

This project will support NEPA to put in place necessary arrangements to access and effectively implement GCF resources, responding to the needs to strengthen capacities mentioned above.

Purpose of this vacancy announcement:

FAO is looking for qualified national staff to support the work of the FAO – Green Climate Fund (GCF) funded project “Strengthening National Environmental Protection Agency (NEPA) through GCF Readiness and Preparatory Support Programme”. The post is located in NEPA compound, Kabul - Afghanistan.

FAO holds the ultimate responsibility for the implementation of the project, the delivery of the planned outputs and the achievement of the expected outcomes. The project will be managed and implemented by FAO.

Key Result:

The project activities are implemented successfully, timely and effectively in conformity with the objectives of the project.

Reporting Lines / Supervision Received/Exercised:

Under the overall supervision of the FAO Representative in Afghanistan, with direct supervision of National Project Manager and in close consultation with the relevant units (Administrative Unit) in FAO Representation in Afghanistan, the incumbent will be responsible for the timely and effective follow-up of project administrative and operational activities.  The National Administrative & Finance Associate will carry out the following tasks: 

Tasks and Responsibilities:

• Act as focal point of administrative and financial matters of project in close collaboration with the project and be responsible for ensuring the smooth administration
• Project Financial and Management Accounting System: Ensure that accounting records are kept up to date, are reliable and are maintained according to FAO accounting practices;
• Prepare and ensure project Budget Revisions (BRs), Field Budget Authorization (FBAs) and Financial Statement (FS) as per FAO and Donor requirements;
• Prepare request for FRO (fund release orders), ensure all the supporting documents are available and in accordance with FAO rules;
• Supervise all admin/finance related matters of project set-up and daily management of project activities, personnel, assets, inputs, and contacts;
• Monitor cash flow and initiate the request for call for fund and inform the management of any budgetary constraints;
• Monitor validity of received Field Authorizations and ceiling of authorized amounts to ensure that expenditures remain within authorized levels; provide preliminary clearances for other Field Authorizations.
• Liaise with the FAO Representation in the country with regards to security clearance of individual who are travelling inside or out country;
• Internal Controls: ensure that FAO policies and procedures are followed, the control system is effective, and the accounting system is reliable;
• Review the commitments and expenditure documents and prepare periodic as well as ad hoc financial report/ data;
• Reconcile of Petty Cash ensuring all disbursements at Kabul and provinces and maintain a database for keeping track of all kinds of advances disbursed and follow up on their settlements in accordance to FAO rules and regulations
• Liaise closely with the FAO Representation in the country with regards to the procurement of supplies and equipment, assist in custom clearance procedures and maintain inventory records at project level;
• Assist the supervisor, technical officers in all matters relating to finance, budget and accounting management;
• Assist in the preparation of work plans and quarterly progress reports related to administrative issues as well as any other documents as require;
• Provide administrative support to ensure compliance with regulations for management of store and office supplies, travel related matters, travel authorizations, management of personnel & transport, logistic for missions, workshops, seminars, study tours and other capacity building;
• Help maintain a record keeping system for project correspondence, documents, reports, etc., in accordance with established classification system;
• Prepare and assist in the preparation of relevant procurement procedures for goods and consultancy services, prepare bidding papers in accordance with FAO requirements and arrange project procurement actions, and follow up for approval;
• Collects quotations for the purchase of supplies and equipment’s;
• Liaise with IT for any type of technical support Liaise closely with the FAO Representation in the country with regards to the IT for any type of technical support;
• Ensure smooth operation of the computers installed at the office as well as the smooth functioning of the office by providing required secretarial support to all;
• Assist in human resources related issues of project, follow-up on contract extension/preparation, visa letter, UN ID card renewal, medical expenses claim follow-up and other subject related issues;
• Organize appropriate filing system and ensure the maintenance of records and monitoring systems;

Other Activities:

• Perform any other related duties as may be his/her directed supervisor.

Partnership Building and Knowledge Management:

• Maintain regular contact with FAO Country Office on project implementation issues of their respective competence;
• Develop and maintain relationships with counterparts in the country to ensure adequate and timely administrative support and inputs to the project;
• Facilitate information sharing and generate awareness on the GCF projects and progress to stakeholders, whenever required;
• Builds strategic partnerships and synergies to enhance the impact and sustainability of the project outcomes;

Expected Outputs:

• Implementation of operational strategies;
• Support to administrative and logistical services, assets management and inventory of the project;
• Support to knowledge sharing/building;
• Support the timely financial control, monitoring and reporting of office operations in the project; 
• Provision of support to maintenance of common premises and common services;
• Participation in the training for the operations/projects staff on administration.
• Accounting records are kept up to date;
• Prepared and processed BRs, FBAs and FSs;
• Cash flow monitored;
• Follow of FAO policies and procedures are ensured;
• Contribute to overall management and implementation of project activities.

MINIMUM REQUIREMENTS (TECHNICAL SKILLS AND QUALIFICATION)

Education:

• University degree in Business/Public Administration, Financial Management, Accounting, Economics or equivalent.

Work Experience and Additional Skills:

• At least five (5) years of relevant and professional experience in the performance of administrative and finance support services and other similar tasks described above, preferably work experience with UN, GEF funded projects and Government of Afghanistan is required;
• Previous work experience with UN is an advantage;

Technical/Functional Skills:

• Full working knowledge of financial management, administration, procurement, logistic and human resources management;
• Demonstrated experience in procurement and preparation of financial reports and budget variance analysis;
• High integrity, strong result orientation, drive for excellence and takes initiative;
• Excellent interpersonal communication and coordination skills, and a proven ability to work constructively with a variety of stakeholders to achieve common goals;
• Strong computer skills with extensive experience in word processing, spreadsheets, and other basic software applications, and familiarity with of financial software knowledge and skills;

Other Desirable Skills:

• Good understanding and familiarity with UN development/ humanitarian program and working methods, particularly with FAO policies, financial and budget, administration and programming procedures;
• Be a team player and have client focus.
• Working experience with ministries, national institutions and the rural sector in Afghanistan;
• Experience organizing stakeholder meetings or workshops with national participants;
• Experience in multi-stakeholder analysis, and in mobilizing or creating awareness about development projects;
• Familiarity with UN agencies procedures for project implementation.

Language Skills:

• Excellent knowledge of English and local languages (Pashto and Dari), both spoken and written skills.

COMPETENCIES:

• Core competencies: FAO core competencies include: Understanding FAO’s mandate and its global context; planning, organizing, and delivering quality results; communicating to build understanding and support; working together in teams and partnerships; engaging in continuous learning.
• Operational Effectiveness: Working independently, structuring tasks, establishing priorities and adhering to deadlines. Show a high degree of accuracy and attention to detail. Contribute ideas and suggestions for process improvement.
• Client Orientation: Focus on results for the client. Attend to inquiries from internal and external clients in an effective, timely and courteous manner. Treat clients with courtesy and respect even when working under pressure. Express a high level of professionalism.
• Interpersonal Communications and Teamwork: Work effectively and efficiently with staff at all levels, listen to others and openly share own ideas. Express sensitivity, cultural empathy and respect for diversity. Productively handle differing views and opinions and strive for achievement of shared goals. Respond positively to feedback.
• Knowledge Exchange and Learning: Share own knowledge and promote a learning culture within the work environment. Actively work towards professional development, including personal learning.  Apply newly acquired skills and support flexibility within the work environment.

SUBMISSION GUIDELINE:

Interested Afghan nationals should complete the FAO Personal History Form (PHF) and submit it along with their application letter and CV to the email address below, clearly mentioning the vacancy number and post title (National Administrative & Finance Associate - FAO/KBL/PRJ/SC/09-2020) in the subject line of the email, otherwise your email will not be considered for further process.

FAOAF-vacancies@fao.org

NOTE: Applicant who failed to attach the FAO Personal History Form (PHF) to their Application will not be considered for further process.

The above required documents can also be submitted in writing (marked “Confidential” and clearly indicating on the sealed envelope the Vacancy Announcement number and position title) to: the Assistant FAO Representative (Administration), FAO Representation, Ministry of Agriculture, Irrigation and Livestock, Jamal Mina, Opposite Kabul University, Kabul, Afghanistan.

The FAO PH Form can be downloaded using the following internet link:

http://www.acbar.org/applicationform

The last date for receiving applications is 16 April 2020. Please note that applications received after closing date will not be given consideration. Only short listed candidates whose applications respond to the above criteria will be contacted for test/interview.

GENERAL INFORMATION:

• FAO is committed to achieving workforce gender diversity
• Qualified females are strongly encouraged to apply
• People with disabilities are equally encouraged to apply
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization
• Candidates endorsed in the selection process for this vacancy announcement will be considered for the FAO NSHR Roster for a period of two years. The Roster is used to fill other similar positions at the same or lower grade, and in the same or another duty station inside the country;
• FAO reserves the right not to make an appointment, to make an appointment at a lower grade, or to make an appointment with a modified job description.
• Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL NOTES:

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Candidates who wish to apply for the positon should indicate their preferred duty station(s) in their application letter (or email).
• Only shortlisted candidates will be contacted for the interview/test.
• Application received after closing date will not be given consideration.
• Please make sure to sign the first page of your PHF while applying for the vacant post.
• Do not forget to write the post title and VA number on subject of your email.
• Candidates may be requested to provide performance assessments;
• Email will only be sent to the interviewed candidates.