Job Description Administration and Finance Specialist
Primary Location
: Oman-Muscat
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.
FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing). Incomplete applications will not be considered. If you need help or have queries, please contact: Careers@fao.org Applications received after the closing date will not be accepted. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. For other issues, visit the FAO employment website: Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
HOW TO APPLY
• To apply, visit the recruitment website at and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance:
FAO IS A NON-SMOKING ENVIRONMENT
