Administrative/Logistic Assistant

Organizational Setting

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

The Logistic Assistant will report to the Assistant FAO Representative.

Technical Focus

As part of the activities of the FAO Representation in Albania, the Administrative/Logistic Assistant will perform a large variety of routine logistic and office support functions.

Tasks and responsibilities

• Contribute to the coordination and preparation of all administrative and logistic arrangements to ensure that meetings and conferences are well organized;
• Make necessary arrangements for local missions, including security clearances, hotel bookings, raising TAs and closing TECs in GRMs;
• Receive, screen, route and draft a variety of correspondence related to the preparation and organization of assigned tasks; follow-up on deadlines and necessary actions to be taken;
• Maintain an archive of relevant information, lists of participants, correspondence lists, mailing lists, etc., as well as statistics; compile reports as required;
• Assist in the preparation of materials such as letters, concept notes, programs/agenda, and PowerPoint presentations, and other communications as required;
• Support registration of new vendors (in FAO and UNDP systems) and help in updating the repository of potential suppliers in FAO Albania files;
• Perform any other related duties as may be required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Finance or any other related field.
• A minimum three years of demonstrated experience in office support work.
• Excellent/working knowledge of English (Level C) and Albanian.
• National of Albania or resident in the country with a regular work permit.

FAO Core Competencies

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

Selection Criteria

Candidates will be assessed against the following criteria:

• Working experience with UN agencies is an added advantage;
• Tactics, politeness, courtesy and ability to establish and maintain good working relationships with people of different national and cultural background.
• Experience in organize workshops, meetings, travel and other logistics issues.
• Capacity to interact professionally with a wide variety of stakeholders.
• Excellent knowledge and regular use of Microsoft Office Suite (Word, Excel, PowerPoint)