Administrative Assistant

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 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 Supervision of Sub Regional Coordinator and the technical supervision under Administrative officer/Specialist in SAP office, the incumbent will report to the Assistant FAO Representative (Programme).

Technical Focus

Administrative support

Tasks and responsibilities

• Maintain petty Cash 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; monitor project, programme and general office accounts. • Manage and process utility bills and develop monthly utility bill checklists to ensure utility bills are paid on time; • Support on the local bank operations and to keep up-to-date with financial and regulatory information (Support the administration of personnel and equipment; • Maintain local assets and inventory records with responsibility for proper recording of assets, their maintenance and safeguard • Support the local travel/International travel functions; • In charge of creating and registering the NST travellers (Government officers); • Maintain the travel data base for international and local travel request; • Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action; • Liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel and make sure the time issuance of the tickets to the travellers; • Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action; • Help on office communication (Telephone system) if needed; • Undertake responsibility for Stationery, acting as the Custodian and keeping record of management • Maintain a filing system of administrative and financial documents; • Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations. • Support actions in te country offices related to Procurement and HR, when needed; • Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required. • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National of the country of assignment or with a valid working permit; • University degree in a field related to business management or public administration, finance, accounting, social science or other relevant field; • Three years of relevant experience in office management, administration, accounting and/or audit, budget or finance • Working knowledge of English

FAO Core Competencies

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