Finance and Administrative Assistant

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's Subregional Office for the Caribbean (SLC) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing food, agriculture, and rural development priorities in the sub-region. It develops and maintains relations with subregion-wide institutions including regional Economic Integration Organizations (REIOs).

The Subregional Office is a subsidiary of FAO's Regional Office for Latin America and the Caribbean (RLC), in Santiago, Chile. SLC is located in Barbados and is responsible for 13 countries of the subregion. SLC houses the FAO Multi-Country Office for Barbados and six OECS (Organization of the Eastern Caribbean States) countries (Antigua and Barbuda, Commonwealth of Dominica, Grenada, St Lucia, St Kitts and Nevis and St Vincent and the Grenadines).

The primary mission of the FAO offices in the countries, led by the FAO Representative, is to collaborate with governments in the development of policies, programs, and projects to achieve food security and reduce hunger and malnutrition. This includes helping to develop the agricultural, fisheries, and forestry sectors and using their environmental and natural resources sustainably.
The project FISH-ADAPT is a Green Climate Fund (GCF) financed project, developed by FAO in direct response to a request by the Government of Saint Lucia (GoSL). The GoSL, acting through the Ministry of Agriculture, Fisheries, Food Security and Rural Development and the Ministry of Finance Economic Development and the Youth Economy (the GCF National Designated Authority) also requested FAO to act as Executing Entity. FISH-ADAPT will support the scale-up of previous initiatives by implementing key elements of the Saint Lucia Fisheries Sectoral Adaptation Strategy and Action Plan (SASAP). The project will help to make fishing safer and more productive despite a changing climate and help ensure that improved livelihoods do not require catching ever-increasing volumes of wild fish. The project establishes paradigm shifting pathways that will permanently change the operation of Saint Lucia’s fisheries sector, improve the climate resilience of over 5,000 fishers, fishworkers and aquaculture farmers, and their households (total estimated direct beneficiaries of 10,000) and improve access to finance and insurance for long-term sustainability. The benefits from FISH-ADAPT will transcend fisheries to positively impact 62,000 people working in the tourism and hospitality industry and strengthen ecosystem services provided by approximately 25 hectares of mangrove and 7 ha of coastal coral reef, and serves as a model for scale-up and further climate adaptation actions across the Caribbean and in other regions, by building stakeholder capacity, strengthening private sector linkages, and enhancing coordination mechanisms and knowledge-sharing at national and regional levels.

The project is comprised of four main components:

•     Transform and reorient fishing systems for safety in a changing climate. 
•     Implement Nature-based Solutions and sustainable fishing practices to improve ecosystem health and fish stock sustainability in response to climatic changes.
•     Increase financial resilience and diversify incomes for fishing sector stakeholders.
•     Strengthen institutional structures for participatory climate adaptation.
These four mutually reinforcing components address key elements of the climate resilience challenge facing Saint Lucia’s fishing sector and propose adaptation solutions targeting i) the artisanal fishing vessels and traditional practices that form the core of the sector; ii) the landing sites and fish processing facilities that support those vessels; iii) the nearby sea moss farms and coastal ecosystems that serve as critical fish habitat; iv) the key role of aquaculture in increasing fish production for the island, and v) the need to mobilize credit, insurance and other financial services, and engage private actors.

For more information about the project, please review: SAP053: FISH-ADAPT: Transforming climate resilience and sustainability in Saint Lucia's fisheries communities | Green Climate Fund

Reporting Lines

Under the overall supervision of the FAO Subregional Coordinator for the Caribbean and the direct supervision of the Fisheries and Aquaculture Officer, and in close collaboration with the National Project Coordinator, technical officers, and relevant administrative units of FAO, the Finance and Admin Assistant will provide financial, administrative and logistical support to ensure the smooth implementation of the FISH-ADAPT Project in Saint Lucia.

Technical Focus

The Finance and Administrative Assistant will provide comprehensive financial, administrative, and logistical support to ensure the effective implementation of the Fish Adapt project in Saint Lucia. The role focuses on budget monitoring, procurement coordination, and operational logistics, including travel arrangements, event organization, and documentation management. The incumbent will ensure compliance with FAO and GCF rules and procedures, maintain accurate records in corporate systems, and support reporting and audit processes, contributing to the smooth and timely execution of project activities.

Tasks and responsibilities

•     Act as the first point of contact for routine correspondence, calls, and queries, ensuring timely referral to the appropriate contacts, provision of background information, and responses to routine enquiries in support of the Project Management Unit (PMU).
•     Monitor the project budget execution and prepare financial forecasts and expenditures reports to ensure alignment with the approved work plan and FAO/GCF rules.
•     Track commitments, disbursements, and available resources across all components.
•     Prepare budget revisions and cash forecasts for review by the Project Coordinator.
•     Maintain accurate financial records and ensure timely entry of transactions in FAO corporate systems (e.g., FPMIS, GRMS).
•     Process payments, advances, and reimbursements with proper supporting documentation.
•     Support the preparation of periodic financial reports for FAO and GCF.
•     Monitor and follow up on Letters of Agreement (LoAs) and contracts, including disbursements, deliverables, and liquidation of funds.
•     Initiate and follow up on procurement processes for goods and services in accordance with FAO rules.
•     Prepare requisitions, track orders, and liaise with suppliers to ensure timely delivery.
•     Maintain procurement and asset records, ensuring compliance with inventory control procedures.
•     Arrange travel (international and local) for project staff, consultants, and stakeholders, including travel authorizations and expense claims.
•     Provide the necessary administrative, operational, and financial support for hiring project consultants, preparing contracts, and renewing contracts.
•     Organize meetings, workshops, and training events, including venue arrangements, participant communications, catering, and logistics.
•     Draft and proofread correspondence, reports, meeting minutes, briefing materials and other project-related documents to ensure accuracy, clarity, and consistency prior to dissemination.
•     Maintain physical and electronic filing systems (SharePoint, Teams, etc.) in line with FAO standards.
•     Assist in the preparation and updating of operational plans (procurement, recruitment, travel).
•     Liaise with FAO headquarters, regional and subregional office units, and national partners on administrative and financial matters.
•     Support the preparation of progress, technical, and financial reports for submission to FAO and GCF.
•     Assist with the preparation of inputs and documentation for project audits, evaluations, and donor reporting.
•     Perform any other related duties as required for the successful implementation of the Fish Adapt project.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements 
  
•     University degree or technical training in Business Administration, Finance, Accounting, public administration, accounting, industrial engineering, economics, or a related field.
•     At least 3 years of relevant experience in financial and administrative support, preferably within international organizations or development projects.
•     Languages: Working knowledge of English (spoken and written).
•     National of Saint Lucia

FAO Core Competencies

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

Technical/Functional Skills

•     Strong knowledge of financial and administrative procedures, including budgeting, procurement, and reporting.
•     Ability to process payments, manage contracts, and monitor expenditures in compliance with organizational rules.
•     Experience organizing events, workshops, and travel logistics.
•     Proficiency in Microsoft Office applications (Excel, Word, Outlook); experience with SharePoint and Teams is an asset.
•     Excellent organizational and time management skills, with attention to detail and accuracy.
•     Ability to maintain clear and structured documentation, both physical and digital.
•     Strong interpersonal skills and ability to liaise effectively with internal teams and external stakeholders.
•     Capacity to work independently and under pressure, managing multiple tasks simultaneously.

Selection Criteria

•     Previous experience working with international organizations, preferably within the UN system or FAO is an asset.
•     Understanding donor-funded project requirements and audit processes is desirable.
•     Familiarity with financial and administrative procedures in development projects or fisheries projects, is considered an asset.
 

ADDITIONAL INFORMATION