Administrative and Finance Assistant

UN Atlas; Tuguegarao; On-site; PHP 420,000 - 780,000; Full time

Job summary

FAO in the Philippines seeks an Administrative and Finance Assistant to provide essential administrative, financial, procurement, and logistical support for project activities in the country.

You will monitor budgets, maintain financial records, process payments, manage inventory, and assist with project closures, reporting to FAO management and partners while coordinating with government counterparts and service providers.

Qualifications

• Minimum of five years’ progressive experience in admin, accounting, logistics, travel and procurement support in project implementation at field level.
• Proficiency in English (Level C) is required.
• Strong office administration, financial record-keeping and budget monitoring skills.
• Experience with procurement processes and payment processing.
• Willingness to travel to project sites; familiarity with local dialects is an advantage.

Responsibilities

• Provide comprehensive administrative and financial support for project operations.
• Maintain accurate financial records of all disbursements and receipts.
• Monitor project budgets and track expenditures against allocations.
• Prepare procurement requests and coordinate local supplier deliveries.
• Process payments for low-value procurements and reimbursements.
• Assist in onboarding project staff and aid in project closure activities.
• Ensure inventory is maintained and filing systems are organized.
• Support coordination with FAO units, partners and government counterparts.

Skills

English proficiency

Office administration

Financial record-keeping

Budget monitoring

Procurement processes

Payment processing

Inventory management

Filing systems

Communication / interpersonal skills

MS Office

Education

University degree in Business Administration or Accountancy

Tools

MS Office

Job description

Organizational context: The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to achieving food security for all and leading international efforts to defeat hunger. FAO supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems globally. Working in over 130 countries, FAO Country Offices provide policy advice, technical assistance, and capacity development, aligning with UN Sustainable Development Cooperation Frameworks. For over four decades, FAO has partnered with the Philippine government and stakeholders to address challenges in agriculture, fisheries, and forestry, focusing on sustainability, modernization, and resilience.

Job purpose: The Administrative and Finance Assistant will provide essential administrative, financial, procurement, and logistical support to ensure the efficient and effective implementation of project activities in the Philippines, adhering strictly to FAO rules and procedures. This role involves assisting with budget monitoring, meticulous financial record-keeping, timely payment processing, and accurate documentation of cash transfers. The assistant will also manage inventory, maintain organized filing systems, and contribute to administrative and financial reporting, including project closure. Furthermore, the position requires supporting coordination efforts with project teams, FAO units, service providers, government counterparts, and partners to facilitate the smooth and timely delivery of project outputs.

Responsibilities: Provide comprehensive administrative and financial support for project operations. Maintain accurate and up-to-date financial records of all disbursements and receipts, utilizing these for financial reporting to FAO management, donors, and government partners. Monitor project budgets, track expenditures and commitments against allocations, and review project status reports in collaboration with the project team. Update and manage electronic and paper filing systems for administrative and financial information, and assist in preparing budget revisions. Prepare purchase requisitions, identify local suppliers, and facilitate the procurement and timely delivery of goods and services. Process payments for low-value procurements and reimbursements, adhering to guidelines for Operational Cash Advances and Outposted Petty Cash. Support the processing of cash transfers, ensuring beneficiary lists are accurate and complete. Facilitate onboarding for project staff, including system access and travel arrangements. Assist in project closure activities and establish and maintain an inventory of all project assets. Perform other relevant duties as assigned by the FAO Representative.

Education: University degree in Business Administration, Accountancy, or a related field. National of the Philippines.

Work experience: A minimum of five years of progressive experience in administrative, accounting, logistics, travel, and procurement support, specifically within project implementation at the field level.

Skills: Proficiency in English (Level C) is required. Strong skills in office administration, financial record-keeping, and budget monitoring. Experience with procurement processes and payment processing. Ability to manage inventory and maintain organized filing systems. Excellent communication and interpersonal skills. Proficiency in standard office software, including MS Office (Word, Excel, PowerPoint). Willingness to travel to project sites is necessary. Working knowledge of relevant local dialects is an advantage.

Required languages: English

Desired languages: