Administrative Assistant

Organizational Setting

The Shared Services Centre (SSC) recommends and administers process management and procedures that need to be executed effectively; ensures the management of quality assurance activities associated with the transactional processes and implementation of service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities. The position is located in the Shared Services Centre in Budapest, Hungary.

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 the National Professional (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.

Working Relationships

The Administrative Assistant (Shared Service Centre) works closely with a wide range of colleagues in the Shared Services Centre, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

• 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; make necessary calculations (payment reports). • Prepare correspondence of an 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 plans and prepare travel authorizations/travel expense claims. • Process internal non-staff recruitment, coordinate support services related to the employment and on‐boarding of non‐staff (including raising ePPRs and ePMs) and monitor staffing situation. • Organize language courses (teachers’ contracts, attendance). • Prepare documentation and submissions required for visa, ID cards, car plates, etc. with the local authorities. • Perform other 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 (proficient - level C) of English. IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

• Results Focus • Team Work • 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

Limited knowledge (intermediate - level B) of other FAO official languages (French, Spanish, Arabic, Russian or Chinese).