Administrative Assistant
Support day-to-day office operations in procurement, finance, travel, and asset management.
This opening expired 1 year ago.
Do not try to apply for this job.
Overview
Support day-to-day office operations in procurement, finance, travel, and asset management.
You have:
- University degree in Management, Finance, or Administration
- Four years of relevant experience in Administration or related support work
- Working knowledge of English
- National of Egypt
Organizational Setting
The main aim of the Regional Office of the Near East and North Africa (RNE), which is headed by an FAO Assistant Director-General, is to assist governments in developing policies, programmes and projects to achieve food security and nutrition and reduce hunger and malnutrition, promote sustainable agricultural development, reduce rural poverty, develop inclusive agri-food systems and strengthen livelihood resilience – in line with the Organization’s Strategic Objectives and United Nations’ global and Government of Egypt’s national Sustainable Development Goals.
Reporting Lines
The Administrative Assistant will report to the Senior Admin Officer, RNE. He or she will work closely with Senior Administrative Officer.
Technical Focus
The Administrative assistant is responsible for supporting procurement, finance, travel, and asset transactions, maintain and update SOPs, and ensure each process remains accurate, compliant, and efficient.
Tasks and responsibilities
• Support the Management day-to-day office operations spanning procurement, finance, travel, conferences and assets. • Coordinate complete travel logistics—TAs, tickets, visas, hotels and vehicles—ensuring duty-of-care and cost compliance. • Consolidate monthly travel and meeting plans. • Review and verify PRs, POs and invoices in GRMS for accuracy, correct coding, budget availability and policy compliance. • Process GRMS transactions and track vendor deliveries through to receipt and payment. • Draft, update and circulate SOPs, policies and templates to standardise administrative processes. • Match invoices, manage cash and DSA advances, and reconcile monthly expenditures to keep overdue items within limits. • Support the management of facilities, security measures, fleet operations and inventory of supplies. • Support HR administration by facilitating recruitment, onboarding, contract extensions and leave tracking for affiliate workforce. • Assist with the preparation for the Third Working Conference for the FAO Representatives including the expenditures. • Perform other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in Management, Finance, or Administration • Four years of relevant experience in Administration or related support work • Working knowledge of English • National of Egypt.
FAO Core Competencies
• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Extent of knowledge in financial rules, regulations, and administrative procedures applicable within international organizations or UN agencies. • Extent experience in monitoring administrative transactions, including procurement, travel, HR, and finance, ensuring accuracy and compliance with organizational policies. • Familiarity Enterprise Resource Planning (ERP) systems such as GRMS, with practical experience in processing invoices, and reconciling financial records. • Knowledge of the communication and documentation standards Selection Criteria • Experience in the United Nations or other international organizations is considered an asset. • Advanced proficiency in data analysis, data visualization, and Microsoft Excel is mandatory.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- 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.
Potential interview questions
| Can you describe a time when you ensured compliance in an administrative process? | This question assesses your attention to detail and understanding of compliance. | Provide a specific example where your actions led to successful compliance. |
| How do you manage multiple priorities in a fast-paced environment? | Interviewers want to know your time management skills. | Pro members can see the explanation. |
| What experience do you have with financial regulations in international organizations? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe how you handle logistical challenges in travel arrangements. | Pro members can see the explanation. | Pro members can see the explanation. |
| What tools do you use for data analysis and why? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure effective communication with team members? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you approach documentation standards in administrative tasks? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you improved an administrative process? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
-
Updated 1 year ago
-
Source:
fao.org
