Background FAO
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations (UN) that leads international efforts to defeat hunger, improve nutrition, and promote sustainable agriculture
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Job Vacancy Announcement: Assistant FAO Representative (Administration)
Position Title: Assistant FAO Representative (Administration)
Job Posting Date: 31 July 2025
Application Deadline: 21 August 2025, 11:59 PM (Cuba Time)
Organizational Unit: FAO Representation in Cuba (FLCUB)
Job Type: Staff Position
Type of Requisition: National Professional Officer (NPO)
Grade Level: N-1
Primary Location: Havana, Cuba
Duration: Fixed-term appointment (two years, with possibility of extension)
Post Number: 2010733
CCOG Code: 1A12
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) is dedicated to achieving food security for all by improving agricultural productivity, ensuring sustainable food systems, and strengthening rural livelihoods. The FAO Representation in Cuba (FLCUB) plays a crucial role in supporting national efforts to enhance food security, promote climate-resilient agriculture, and strengthen policy frameworks.
As part of its administrative and operational structure, FAO Cuba seeks a highly qualified Assistant FAO Representative (Administration) to ensure the smooth functioning of financial, administrative, and personnel-related activities. The incumbent will contribute to the effective implementation of FAO’s programs and projects in Cuba while maintaining compliance with organizational rules and regulations.
Reporting Lines
The Assistant FAO Representative (Administration) will work under the direct supervision of the FAO Representative (FAOR) in Cuba.
Technical Focus
The position focuses on program administration, financial management, accounting, and personnel administration, ensuring that all administrative operations align with FAO’s corporate policies and procedures.
Key Responsibilities and Functions
The Assistant FAO Representative (Administration) will be responsible for the following key functions:
1. Financial and Budgetary Control
- Maintain accurate financial records and monitoring systems for the FAO Representation.
- Supervise and manage imprest accounts, ensuring expenditures comply with approved budgets.
- Verify financial transactions, ensuring all supporting documents are complete and consistent with FAO regulations.
- Prepare financial reports, highlighting budget variances and providing recommendations for corrective actions.
2. Administrative Oversight
- Lead the Administration team, ensuring efficient workflow and adherence to FAO policies.
- Oversee procurement processes, ensuring timely acquisition of goods and services.
- Manage customs clearances for FAO projects and office operations.
- Maintain an organized filing system for financial and administrative documents, ensuring proper archiving.
3. Human Resources Support
- Assist in personnel administration, including recruitment, contracts, and payroll-related matters.
- Ensure compliance with FAO’s staff rules and regulations.
- Facilitate onboarding and training for new administrative staff.
4. Compliance and Risk Management
- Ensure adherence to FAO’s Enterprise Risk Management (ERM), Fraud Prevention, and Internal Control policies.
- Monitor compliance with Minimum Operational Security Standards (MOSS).
- Support internal and external audits by providing necessary documentation and clarifications.
5. Coordination and Reporting
- Liaise with local banks, financial institutions, and government agencies on administrative and financial matters.
- Prepare periodic reports on program, project, and office accounts.
- Contribute to budget planning and financial forecasting.
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Specific Functions
- Ensure the effective and efficient operation of the FAO Representation Office in Cuba.
- Strengthen the team’s understanding of FAO’s administrative and financial policies.
- Lead initiatives to improve internal controls and fraud prevention mechanisms.
Minimum Requirements
Education
- Advanced university degree (master’s or equivalent) in business administration, public administration, finance, accounting, or a related field.
Work Experience
- At least one year of relevant experience in office management, administration, accounting, audit, budget, or finance.
- Experience in supervisory roles is an advantage.
Languages
- Working knowledge (Level C) of Spanish.
- Intermediate knowledge (Level B) of English.
Core Competencies
- Results Focus: Ability to deliver high-quality administrative support under tight deadlines.
- Teamwork: Collaborative approach in working with diverse teams.
- Communication: Strong written and verbal communication skills.
- Building Effective Relationships: Ability to engage with government partners, UN agencies, and stakeholders.
- Knowledge Sharing & Continuous Improvement: Commitment to learning and implementing best practices.
Technical/Functional Skills
- Experience in office management, administration, and finance, preferably in a UN agency or international organization.
- Knowledge of UN/FAO financial rules, procedures, and accounting systems (experience with FAO’s corporate systems is an asset).
- Strong analytical skills, with the ability to interpret financial data and ensure compliance.
- Proficiency in financial software and database management.
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About FAO
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations dedicated to leading global efforts to combat hunger, improve food security, and promote sustainable agriculture. Founded in 1945, the FAO operates in over 130 countries, providing policy support, technical expertise, and investments to strengthen food systems, reduce rural poverty, and enhance resilient agricultural practices.
The FAO plays a vital role in collecting and disseminating critical data through platforms like FAOSTAT and establishing international food standards, such as the Codex Alimentarius. Additionally, it coordinates responses to food-related crises, including droughts, pest outbreaks, and conflicts. Its mission aligns closely with the Sustainable Development Goals (SDGs), particularly SDG 2 (Zero Hunger), while addressing pressing challenges like climate change, biodiversity loss, and unequal access to resources.
Through collaborations with governments, NGOs, and local communities, the FAO strives to build a world where all people have access to nutritious food and sustainable livelihoods. By fostering innovation and equitable resource distribution, the organization works toward long-term solutions to global food insecurity and agricultural sustainability.
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