Administrative Analyst

Overview

Provide quality administrative support in line with FAO policies.

You have:

• University degree in Business Administration (or closely related field)
• Five years of relevant experience in administration.
• Fluency in English and Arabic Language.
• Nationality of Yemen.

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall guidance of the FAO Representative (FAOR) and the direct supervision of the Head of Operations, the technical guidance of the Head of Programme.

Technical Focus

To support the delivery of quality, customer-focused, value for money administrative services that enable staff in country operations in line with FAO Policies.

Tasks and responsibilities

• Provide and coordinate the retrieval, entry, selection, and analysis of data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data and documents; make necessary calculations. • Independently compose and finalize correspondence of administrative nature; initiate and draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required. • Assist in the development and timely preparation of detailed work plans, budgets, trackers for all Admin activities in the field office and ensure effective implementation. • Advise other staff in the areas of office / administrative management; actively support the streamlining of procedures and practices and the introduction of new information technologies to the office. • Make administrative arrangements for the FAO Yemen Office and perform administrative duties to ensure office maintenance. • Process the payment of contractors’ invoices and monitor payments. • Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated. • Maintain lease agreements for the main/sub offices and guest houses in multiple locations and keep them in track • Provide support to the management of the contracts’, supplies and services of the office and guesthouses • Support the office and Guesthouse management, maintenance, and space plans • Ensure necessary assistance in facilitating missions and coordinate the accommodation plan are carried out properly • Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data • Support the implementation of the Admin work in the field office; • Maintain detailed records of the office petty cash fund and handle its proper replenishment in the system. • Handle operational advances disbursed under identified projects and ensure proper clearance of the advances through submission of all corresponding documentation and also reflect the same in the system. • Maintain a filing system of administrative and financial documents. • Ensure close working relations and coordination with other units, within and outside the admin team • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration (or closely related field) • Five years of relevant experience in administration. • Fluency in English and Arabic Language. • Nationality of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Word, Outlook, Excel, Exchange) and Oracle, or any related software, etc. • Demonstrated experience to cooperate with multi-disciplinary teams • Excellent communication skills • Proven ability to meet deadlines with excellent skills to work under pressure. • Systematic, organized and well-structured and efficient approach to work assignments.

Selection Criteria

• Knowledge of FAO/UN operational guidelines and administrative/procurement/inventory procedures will be an added advantage. • Analytical ability, accuracy, and consistency. Exercise diligence and care in dealing with records and expenditures • Demonstrates High level of integrity and ethical standards • The incumbent must possess a cooperative spirit, flexibility, and openness to work in an international environment. • Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background

ADDITIONAL INFORMATION

• 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 please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: fao.org