Administrative Assistant

Overview

Coordinate and perform full range of office support and administrative tasks.

You have:

• Secondary school education.
• Four years of administrative, accounting and office management experience.
• Working knowledge (proficiency - level C) of English.
• Very good knowledge of MS Office applications, Internet and office technology equipment.
• Working knowledge (proficiency - level C) of Russian and Tajik.

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. FAO's commitment to environmental sustainability is integral to our strategic objectives and operations. FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide. FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. Specifically, FAO Country Offices: i. advocate, inform and support policies and investments in the areas of FAO's mandate. ii. provide technical assistance and deliver core services. iii. assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation. iv. position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and v. ensure risk-smart and accountable operations and management.

The position is located in the FAO Representation in Dushanbe, Tajikistan.

Main Purpose

The Administrative Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Administrative Assistant reports to and receives guidance from the Assistant FAOR (Administration). The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Administrative Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

• Maintain financial records and monitoring systems for the office; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports. • manage the Country Office petty cash; monitor project and programme accounts for which responsibility is assigned. • Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate systems and databases; verify accuracy of data documents; make necessary calculations. • Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent. • 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 detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning. • Provide reports on budgetary performance of office accounts, and, if required, of project accounts; report variations from budgets. • Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard. • Maintain a filing system of administrative and financial documents. • Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment. • Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.). • Support the streamlining of procedures and practices and the introduction of new information technologies to the office. • Support the administration of personnel and equipment as well as protocol-related issues. • Perform other related duties as required.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary school education. Experience: Four years of administrative, accounting and office management experience. Languages: Working knowledge (proficiency - level C) of English. IT Skills: Very good knowledge of MS Office applications, Internet and office technology equipment.

Competencies

• Results Focus • Teamwork • Communication • Building effective relationships • Knowledge Sharing and Continuous Improvement

Technical Skills

• Very good knowledge of the communication and documentation standards • Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies • Very good knowledge of the organizational structure

Desirable Qualifications And Skills

• Working knowledge (proficiency - level C) of Russian and Tajik. • Familiarity with UN system rules, regulations, and administrative procedures.

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Potential interview questions

Added 9 months ago - Updated 9 months ago - Source: fao.org