Budget and Finance Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
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.

The position(s) will be based in New Delhi.

Reporting Lines

Under the direct supervision of the FAO Representative in India and direct reporting to the Assistant FAO Representative (Admin), the Budget & Finance Specialist will assist in all Budget and Finance related tasks of FAO India country office and FAO projects in close liaison with the colleagues in the representation and projects.

Technical Focus

Support in Administration, Accounting, Finance and Grant Management.

Tasks and responsibilities

• Manage GRMS and other FAO systems for FAO office and project related financial transactions. Manage payment invoices in GRMS and keep records of all Financial and Administrative files related. Keep GST invoices updated and reconciled with the Country office finance.
• Ensure accurate and timely payment transactions, addressing any discrepancies or bank rejections.
• Verify travel claims and ensure compliance with FAO finance rules and proper authorizations
• Ensure all financial activities comply with internal controls, policy guidelines, and accuracy in financial reporting.
• Maintain a filing system of administrative and financial documents.
• Manage the petty cash of the office and its reconciliation are carried out as per FAO rules. Manage safe content and act as a safe key holder.
• Support the development and implementation of financial policies, SOPs, and internal control procedures related to payments.
• Bring any discrepancy or inaccuracy related to any financial transaction to the attention of the supervisor and follow up corrective actions.
• Compile data for monthly financial reports and assist in budget preparation and analysis.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Provide overall operations, administrative, budget and financial support to the projects and FAO country office.
• Review procurement related activities for projects and verify the invoices.
• Review monthly recurring payments of the FAO office and ensure that they follow the procedures. Ensure timely settlement of operational advance and staff reimbursements.
• Manage and monitor monthly accounts of projects in close coordination with the Project Coordinators.
• Prepare and finalize the Annual Work plan Budgets of the projects and ensure that funds are disbursed on time.
• Prepare budget distribution and allocation of personnel and other costs and provide financial overview to the Project Coordinators.
• Support Implementing partners in budget preparation and restructuring and keep an overview of expenditures recorded and update of MIS.
• Provide guidance on managing financial resources, including vendor account reviews.
• Build capacity of Operational Partners Implementation Modality (OPIM) partners on FAO related forms, formats, processes etc.
• Ensure that Operational Partners (OPs) maintain records of supporting documents for the financial transactions to be made available to potential Resource Partners’ verification missions.
• Ensure that relevant reports on expenditures, forecasts, progress against work plans, project closure, are prepared and submitted in accordance with FAO and donor procedures and reporting formats, schedules and communication channels, as required.
• Prepare financial consolidated reports for submission to donors. Ensure donor guidelines are followed, and audit and spot checks are conducted as per the guidelines.
• Monitor the work and quality of deliverables of services provided by the Third-Party Service Provider (especially financial Audit, spot-check, monitoring Agent activities etc.).
• Maintain inter-departmental linkages with FAO units in RAP and HQ, as required.
• Manage the administrative team, as relevant.
• Undertake additional duties as assigned by the FAO Representative (FAOR) and Assistant FAO Representatives (AFAORs).

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Master’s degree in Accounting, Finance, Public or Business Administration, or related field from any reputed university. Specialized training in finance, accounting, administration, and/or office and grant management would be added advantage.
• Five years of progressively administrative, accounting, grant and office management experience in UN or any other international organizations.
• Working knowledge of English (both written and spoken)
• National of India

FAO Core Competencies

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

Technical/Functional Skills

• Familiarity with FAO / UN financial/administrative field programme procedures and rules.
• Ability to effectively use standard office software, such as MS Office (Word, Outlook, Excel, Power Point) and accounting/project planning tools.
• Ability to organize work systematically, set priorities and meet deadlines.
• Good judgment and analytical skills.
• Self-motivated and able to work with minimum supervision.
• Ability to work under pressure in a professional manner.
• Ability to structure and convey information in an appropriate and timely format, and ensuring accuracy and consistency
• Ability to work in multi-disciplinary and multi-cultural teams and handle stress.
• Fluency in Hindi language.

ADDITIONAL INFORMATION