Administrative Assistant

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative (FAOR) , 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. For the period 2022-2026, the FAO Office in Zimbabwe is supporting Government efforts through the Country Programme Framework (CPF) which is based on three pillars: (i) promotion of inclusive agrifood food systems; (ii) building resilience to climate change, agricultural treats and crisis (iii) support to the sustainable management of natural resources.

The purpose of this vacancy announcement is to build up a local pool of qualified applicants for the position of Administrative Assistant.

Reporting Lines

The Administrative Assistant will work under the overall supervision of the FAO Representative in Zimbabwe, and direct supervision of the International Administrative Officer.

Technical Focus

Administration and office support

Tasks and responsibilities

• Retrieves, enters, selects and analyses data from a wide variety of sources, including FAO's corporate system and data bases; verifies accuracy of data documents and make necessary calculations. • Assembles and reviews supporting documentation for processing Non-Staff Human Resource (NSHR), Travel or Financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations. • Maintains imprest accounts; reconciles expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitors project, programme and general office accounts. • Maintains detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); makes disbursements from petty cash fund and balance accounts. • Prepares routine correspondence of administrative nature; drafts correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required. • Maintains local inventory records with responsibility for proper recording of assets, their maintenance and safeguard. • Maintains a filing system of administrative and financial documents. • Maintains 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.). • Supports the administration of personnel and equipment as well as protocol-related issues. • Performs other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary school education. A University degree in Administration, Finance, Procurement, Human Resource Management or related field will be an added advantage • Three (3) years of experience in administrative and office support work • Working knowledge (Level C) of English • National of Zimbabwe or a legal resident in the country

FAO Core Competencies

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

Technical Skills

• Good knowledge of the MS Office applications, Internet and office technology equipment. • Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format • Good knowledge of the communication and documentation standards. • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies. • Good knowledge of the organizational structure.