Administrative Assistant

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall supervision of the FAO Representative and the direct supervision of the Administrative Office and work closely with Assistant FAO Representative (Admin) in FAO Yemen.

Technical Focus

To support the delivery of quality, customer-focused, value for money administrative services that enable staff in country operations in line with FAO Policies.

Tasks and responsibilities

• Prepare request for payments Disbursement Vouchers ensuring that all the supporting documents are available and in accordance with FAO rules & procedures. • Assist in processing of timely payment of invoices related to administrative matters. • Make necessary entries in GRMS • identify local venders for projects procurement requirements • Ensure effective administrative arrangements for office and Guest house; • Maintain detailed records of the office petty cash fund and handle its proper replenishment in the system. • Handle operational advances disbursed under identified projects and ensure proper clearance of the advances through submission of all corresponding documentation and also reflect the same in the system. • Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and administrative matters, as required. • Maintain a filing system of administrative documents. • Work closely and corporate in the duty station hub with all admin department (Travel Unit, Protocol Unit, HR Unit, Admin Unit, IT Unit) of country office in Yemen • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration (or closely related field) • Three years of relevant experience in administration. • Fluency in English and Arabic Language. • Nationality of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Word, Outlook, Excel, Exchange) and Oracle, or any related software, etc. • Demonstrated experience to cooperate with multi-disciplinary teams • Excellent communication skills • Proven ability to meet deadlines with excellent skills to work under pressure. • Systematic, organised and well-structured and efficient approach to work assignments.

Selection Criteria

• Knowledge of FAO/UN operational guidelines and administrative/procurement/inventory procedures will be an added advantage. • Analytical ability, accuracy, and consistency. Exercise diligence and care in dealing with records and expenditures • Demonstrates High level of integrity and ethical standards • The incumbent must possess a cooperative spirit, flexibility, and openness to work in an international environment. • Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background

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.