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.

The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with the Divisions, Offices and Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAP also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation, and draws attention to problems and deficiencies. RAP develops and maintains relations with region-wide institutions including the UN Economic and Social Commission for Asia and the Pacific (UNESCAP) and regional intergovernmental organizations. The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The post is located in the FAO Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.

Reporting Lines

The Administrative Assistant reports to the Programme Officer (FAOR Network). Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Technical Focus

The Administrative Assistant will provide support in administrative work and budget management through the coordination with country offices, regional offices and Headquarters.

Tasks and responsibilities

• Assist in the organization of meetings with FAORs and country office staff, briefings for FAORs and other country office staff. • Monitor alerts in COIN platform related to updates of information by Country Offices. • Assist with monitoring the budget by running weekly and monthly reports on financial statements, expenditure transactions etc. Prepare a monthly Regional Budget Management report. • Provide support in the preparation, revision and follow‐up of Periodic Budgetary Reports. • Support the FAOR Network Officer with responses to country office requests by keeping track of queries, preparing routine emails and providing requested information. • Provide administrative support to work on Country Office strengthening, Country Programming Framework and UN Reform. • Prepare key information for the use of Management for meetings on country office matters, requirement for support from Regional Office and Headquarters, etc. • Consolidate staff development plans and monitor the expenditure of the Staff Development funding. • Support to the IT and Fleet replacement. • Consolidate and prepare the FAOR Network’s leave and quarterly FAOR’s leave plan and country office travel plan. • Set up and maintain office files and reference systems according to standard procedures. • Support reporting requirements of the FAOR Network to specifically collect and consolidate data from FAO’s corporate systems and databases, country offices. • Support Country Offices for the quality update and revision of data inserted by Decentralized Offices in the different systems (COIN, SharePoint, FPMIs, etc.) ensuring that it is accurate, complete and up to date, focusing on the set of COMMIT Monitoring Tool indicators that are informed through these systems. • Support Country Offices in consultation with RAP and HQ focal points of monitoring and follow-ups on security-related matters across the Asia-Pacific Region. • Support Country Offices in consultation with RAP and HQ focal points of the monitoring and follow-ups on matters related to FAO’s internal control and risk management across the Asia-Pacific Region in line with the policy and procedures. • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education • Three years of relevant experience in office/ management support work • Working knowledge level of English and Thai • National of Thailand 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

• Very good knowledge of budget process and systems • Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies • Very good knowledge of communication and documentation standards • Very good knowledge of the corporate structure • Very good knowledge of the MS Office applications and office technology equipment