Organizational Setting

The Administration and Finance Specialist is responsible for performing a range of administrative and office management tasks to ensure efficient office operations. This role involves prioritizing and organizing daily workflows to facilitate a smooth exchange of information within the Office. The position requires a comprehensive understanding of office policies, procedures, and practices, as well as the ability to interpret and apply these to support the Office’s objectives. The incumbent will also provide procedural guidance and support to managers and staff to ensure compliance and efficiency.

Reporting Lines

The Administration and Finance Specialist reports to FAOR Representative and receives guidance from the assistant FAO Representative for Programme. He/she acts independently in routine matters and consults with Supervisors on new and/or more complex issues and procedures. Supervision received provides procedural guidance and on-the-job learning.

Technical Focus

The Administration and Finance Specialist will oversee administrative and financial matters for the FAO Oman Office, ensuring efficient management of office resources, compliance with organizational policies, and support for financial planning and reporting.

Tasks and responsibilities

•    Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
•    Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
•    Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format;
•    Set up and maintain office files and reference systems;
•    Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems;
•    Support in organizing meetings, workshops and events.
•    Maintain impress accounts; 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.
•    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.
•    Maintain detailed records of obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
•    Obtain additional information on transactions and financial matters, as required.
•    Support in maintaining 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.).
•    Ensure availability of office supplies and appropriate maintenance of office equipment;
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  

•    University degree in Business or Public Administration, Accounting or a related field.
•    Five years of relevant experience in Administration and Finance.
•    Working knowledge of English.
•    Working knowledge of the official language of the country, Arabic.
•    National of Oman or resident of the country with valid work permit.

FAO Core 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.
•    Extent and relevance of experience organizational structure, administrative procedures and policies and matters of protocol.

Selection Criteria 

•    Ability to work within a team of professional staff from diverse technical and cultural backgrounds.
•    Ability to plan and meet deadlines.
•    Teamwork spirit, ability to work under minimum supervision, flexibility.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements