Administrative Assistant

Organizational Setting

FAO Representation in Sierra Leone implements an integrated food security programme, focusing on diversification of livelihoods, managing natural resources and building resilience. The office employs diverse team of experts locally, but also attracts the available technical experts from the region and the Head Quarters (HQ). FAO works in close partnership with the Government of Sierra Leone, farmers and other stakeholders, supporting plans and policies that affect the food and nutrition security in the country; our work is part of the corporate commitment to support countries to achieve the Sustainable Development Goals (SDGs) by 2030, especially SDG 2 on Zero Hunger.

Reporting Lines

Under the overall supervision of the FAO Representative in Sierra Leone and direct supervision of the Assistant FAOR in charge of Administration, the incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization.

Technical Focus

Provide a wide variety of routine administrative services. The incumbent's work impacts on the quality, timeliness and efficiency of FAO's Admin operations

Tasks and responsibilities

• Reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; • Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate systems and databases; • Verify accuracy of data documents and make necessary calculations (payment reports). • Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries and obtain additional information on transactions and financial matters, as required. • Maintain local inventory of office supplies. • Maintain a filing system of administrative and financial documents (invoices, PRF, PO approval form). • Support the streamlining of procedures and practices and the introduction of new information technologies to the office. • Coordinate all procurement activities for the office, including research of suppliers, collection of quotations, issuance of purchase orders, follow-up with suppliers and on deliveries. • Review and submit invoices for payment to Accounts Payable. • Coordinate travel plan and prepare travel authorizations/travel expense claims. • Process internal non-staff recruitment, coordinate support services related to the employment including raising ePPRs and ePMs) • Prepare documentation and submissions required for visa, ID cards, car plates, etc. with the local authorities; • As a multi-task position, the Admin Assistant must be prepared to provide similar support to other projects as may be required. • Always adhere to FAO’s rules and standards of behavior for staff. • Perform other duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• A Bachelor’s degree in Administration, Finance or a related field; advanced university degree will be added advantage; • Working knowledge of English with good communications and writing skills. • Three years of relevant experience in project administration or programme support service and office management. • National of Sierra Leone.

FAO Core Competencies

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

Technical/ Functional Skills:

• Very good knowledge of the corporate computerized financial/travel/Administrative systems. • Good knowledge of regulations and procedures. • Good knowledge of FAO's administrative policies and procedures. • Knowledge of the Corporate Environmental Responsibility. • Previous working experience with UN or international organizations will be an added advantage.

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.