Administrative Assistant

Overview

Provide administrative support and financial management for the office.

You have:

• University degree in any branch of agriculture, development studies, political science, economics, social science, or other related field is required
• Minimum 4 years of working experience in relevant field
• Working knowledge (level C) / Proven track record of quality writing skills in English and Arabic
• National of Saudi Arabia

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 agri-food systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The Programme Management Unit (PMU) of the FAO-Saudi Technical Cooperation Programme (2019-2025) facilitates, coordinates and manages all technical and advisory services to be provided by FAO to the Saudi Ministry of Environment, Water and Agriculture (MoEWA) and its sister agencies. Within the framework of the UTF Technical Cooperation Memorandum of Understanding (MoU) covering the period 2019-2025 signed on February 13, 2019 between the Kingdom of Saudi Arabia represented by MoEWA, and FAO, the UTF projects “UTF/SAU/054/SAU: Enhancing National capacities for Evidence-based Irrigation Management “UTF/SAU/053/SAU: Promoting efficient irrigation and water productivity amongst farmers have been approved by the FAO and Saudi Irrigation Organization (SIO). The Project, developed jointly by SIO and FAO focuses directly on supporting the implementation of the Saudi Irrigation Organization Corporate Strategy, which was developed within the context of the Saudi Vision 2030 and aims at strengthening the capacity of SIO to improve irrigation efficiency. The project is expected to achieve the outcome “Up-to-date irrigation information and knowledge products developed to enhance irrigation management”, and in turn contribute towards achieving the national development goal of improving irrigation efficiency and ensuring sustainable use of water resources in the Kingdom.

An overall plan and budget are developed and approved, including activities and outputs that are expected to be accomplished under its different outputs. Requirements for the international and national technical expertise of specialized professionals, experts and support personal have been identified.

Reporting Lines

The Administrative Assistant works under direct supervision of the Technical Advisor Irrigation system development and under the overall supervision of the Administrative Officer/Operations Officer.

Technical Focus

The Administrative Assistant will work as part of a multidisciplinary team to ensure continuous engagement with office support actions, stakeholders and partners.

Tasks and responsibilities

• 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. • 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. • Support the streamlining of procedures and practices and the introduction of new information technologies to the office. • Support the administration of personnel and equipment. • Provide and coordinate communication, information, documentation, administrative and protocol support processes for the office • Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from projects teams • review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; maintain a follow-up system. • Screen and place e-mail and enquiries for project team; refer non-recurring matters and difficult issues to respective units. • Maintain control of records and files; follow-up on deadlines with project team. • Update the office’s contacts and meetings lists including spreadsheets, files, databases; provide Registry with master files containing key documents. • Maintain records on administrative and office support policies, procedures and practices both in hard copies and electronically. • Coordinate meetings and events held inside or outside the office, including the provision of meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants. • Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties. • Manage drivers schedule and control of vehicles • Be able to effectively use standard office software, such as MS Office (Windows, Outlook, Word, Excel, Access, PowerPoint, Project, Exchange and Internet) and administrative software and/ or other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in any branch of agriculture, development studies, political science, economics, social science, or other related field is required • Minimum 4 years of working experience in relevant field • Working knowledge (level C) / Proven track record of quality writing skills in English and Arabic • National of Saudi Arabia

Competencies

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

Technical Skills

• Communication: Encourages and contributes to clear and open communication • Leadership: Ability to be accountable for the delivery of agreed upon results • Effectiveness: Ability to execute responsibilities to a high-standard • Ethics and integrity: Demonstrates high ethical behavior and understanding of norms of the Organization • Punctuality: Timely completion of assigned task • Self-Improvement: Ability to share knowledge and seek continuous improvement in performance • Pro-activeness: Ability to take action as per project requirement

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.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: fao.org