Administrative Assistant– SC4

Organizational Setting

The Food and Agriculture Organization is specialized agency of the United Nations that leads international efforts to defeat hunger. FAO’s goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. We believe that everyone can play a part in ending hunger. FAO in Bangladesh has been implementing activities in close cooperation with the Government of Bangladesh since its establishment in 1978.

Technical Focus

Provide administrative support for the admin team - supporting activities for the programme related to travel and gen. admin/logistics support etc. Review specific service needs against established procedures, process requests for servicing, anticipating timing and delivery issues.

Reporting Lines

Under the overall supervision of the FAO Representative and the direct supervision of the Assistant FAO Representative (Admin), day to day close collaboration with different administrative units in the representation and projects, the incumbent will carry out the following activities but not limited to:

Tasks and responsibilities

• Assist to prepare the travel plan for local and Intl. Travel for the representation and projects; • Assist in arranging travel (raising TA in GRMS, air ticket and transport arrangement) etc for all local and international staff/consultants • Assist to make hotel reservation for the international staff/consultants and missions and also ensure their pick-up and drop from and to the airport and hotel; • Support and verify documents for settlement of TECs (Travel Expense claims) and process TEC in GRMS; • Contact with the travel agents for necessary booking and issuance of tickets; • Process and endorse air ticket payment • Support on scrutinizing all relevant documents against each DSA advances, meeting advances, TEC, travel costs etc. • Assist to review and check all DSA claims and support to settle down in a timely manner; • Provide assistance to the meetings, workshops, seminar etc. particularly on logistics in the representation; • Provide support on general administrative matters for office/facilities management in the office; • Draft meeting minutes/reports; routine correspondence, type letter memoranda including programme documents and forms related to operational and administrative matter. • Support to Registry/Security/transport Unit in absence of Registry/Transport/Security focal point of the unit; • Support in managing incoming/outgoing all documents/letters and dispatching to the respective office/officials of the project in the absence or in support of the Registry focal point; • Assist A-FAOR(Admin) for corporate related activities particularly for preparation and submission of Fraud Prevention Plan (FPP), Internal Control Reporting, Annual Reporting, Risk log, Business Continuity Plan including other related matters; • Coordinate, make liaison with HR units in relation to the travel activities involved for any staff or consultants; • Coordinate, make liaison with Finance, protocol, IT units for any travel or other related payments; · Receive, coordinate, review and submit Project Files to AFAOR Admin for further actions; • Perform as custodian of office stationaries, distribution and maintain records of stationaries; • Prepare budget for internal meetings in liaison with finance or any other units, support for get approval of BH including settle down of OCAs for internal events; • Prepare DVs for all types payments for country office procurement activities; • Support other secretarial support to A-FAOR (Admin) for smooth functioning of office management and related matters; • Any other tasks assigned by the supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in any discipline, preferably in business administration • At least four (4) years of relevant experiences in finance and administration • Working knowledge of English and Bengali. • National of Bangladesh.

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one area of work, particularly in different positions, is desirable. • Previous work experience in UN system is desireable • Adbility to work in diverse environment • Ability to work under pressure and meet deadlines • Ability to work under minimal supervision

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• 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.