Administrative and IT Specialist

Organizational Setting

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 and nutrition security and to reduce malnutrition, to help develop the agriculture, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

To this end, Administrative and IT Specialist performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of required tasks and responsibilities to assist Representation to achieve its goals. The post is based in FAO Representation in Tehran, the Islamic Republic of Iran.

Reporting Lines

Under the overall supervision of the FAO Representative, the direct supervision of the Assistant FAO Representative (Administration), and overall guidance of the Information and Communications Technology Officer in RAP, the incumbent will be working with different units to process timely ICT and other administrative related requests and will perform the tasks described below.

Technical Focus

Administrative and IT Specialist usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative, travel, ICT and office support services for successful achievement of the organizational unit’s mandate.

Task and Responsibilities

• Provide Administrative Services, particularly but not limited to, as a Petty Cash Focal Point, and maintaining the Registry and the inventory and assets;
• Act as Office Technology Coordinator (OTC) and provide ICT services such as:

1. 1. Providing instructions to users on existing technology and potential use (One drive for Business, Team-works, MSOffice, Intranet, etc.) and on guidelines, policies, and standards;
   2. Receiving, logging and monitoring requests related to IT matter, in the Service Desk LAN Desk system, resolving IT-related issues pertaining to FAO standard equipment, escalating those issues that cannot be solved to the IT Group of the Regional Office, and monitoring progress and resolution;
   3. Ensuring that all the official equipment (desktop and laptop) in the office are up to date in terms of the corporate policy and requirements;
   4. Identifying the future needs in the office in terms of equipment, connectivity and moves, timely informing the office and RAP

• Assist in reviewing the technical specification of IT related procurement and the evaluation process.
• Monitor receipt of ICT related order confirmation, shipment and receipt of goods and services;
• Provide hands-on assistance to meetings in setting up audio-visual equipment as well as administrative, organizational and logistics support to conferences, workshops and events;
• Process travel authorization and expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements; brief/de-brief personnel on issues related to travel matters such as visas, documentation, procedures, etc.;
• Provide travel assistance to personnel on a day to day basis for travel arrangements and entitlements based on the organization’s rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel;
• Backstop Finance Assistant, when required;
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary Education.
• Minimum 2 years of experience working in similar senior Administration/Travel/OTC role.
• Excellent organizational, interpersonal and communication skills.
• Proven communications skills and fluent in English and Persian.
• National of the Islamic Republic of Iran or resident in the country with a regular 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 in MS 0365 platform support, system installation and configuration
• Extent and relevance of experience in Networking and IT Equipment support experience
• Familiarity with UN ICT system policies rules and regulations
• Work experience within United Nations System or an international organization is an asset.