National Administrative and Logistics Assistant

Logistics & Procurement

Overview

Provide administrative and logistical support for FAO programme activities.

You have:

• University Degree in Administration, Finance, Accounting, Economics, or related field.
• Minimum of 2 years of experience in general project/office administrative, operations activities related to procurement, and financial support.
• Working knowledge in English and Laos.
• National of Lao PDR.

Organizational Setting

The main aim of FAO Country Offices, 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. FAO participates in the development and implementation of field projects in the sectors of food security, agriculture, and rural development. This requires the integration within the broader framework of sustainable food and agriculture that aims at increasing production and productivity, addressing climate change, and managing natural resources; and enhance rural livelihoods.

FAO in Lao PDR is dedicated to working with the government in preventing and controlling emerging infectious and zoonotic diseases by working closely with national stakeholders in the animal production and health sector.

Reporting Lines

The National Administrative and Logistics Assistant reports directly to the AHP Country Team Leader, Lao PDR, under the operational guidance of the Operations Officer and the overall administrative and functional guidance of the FAO Representative in Lao PDR. The incumbent will closely collaborate with project staff as well as with government counterparts at national and provincial level and other implementing partners and stakeholders.

He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Technical Focus

The National Administrative and Logistics Assistant will provide administrative, logistical, operational, and office support services to facilitate effective implementation of FAO programme and project activities in compliance with FAO administrative, financial, procurement, and operational procedures.

Tasks and responsibilities

• Provide administrative and clerical support for programme and project implementation. • Draft, type, format, and file correspondence, letters, reports, meeting minutes, and other official documents. • Maintain proper filing systems, both electronic and hard copy, ensuring accurate documentation and confidentiality. • Receive, screen, and route incoming correspondence, telephone calls, and visitors appropriately. • Support photocopying, scanning, printing, binding, and distribution of documents and materials. • Monitor office supply inventory and coordinate replenishment of stationery and office consumables. • Assist in maintaining office facilities, meeting rooms, and office equipment in good working conditions. • Coordinate incoming and outgoing mail, courier services, and document dispatch. • Assist in ensuring a clean, organized, and functional office environment. • Coordinate logistical arrangements for meetings, workshops, trainings, conferences, and field missions. • Arrange travel authorizations, flight bookings, accommodation, transportation, visas, and related logistics for staff, consultants, and participants. • Create vendors, Travel Authorizations (TAs), and Travel Expense Claims (TECs) in the FAO Global Resource Management System (GRMS). • Compile and verify supporting documents for payments, travel claims, workshop expenses, and liquidation of advances in compliance with FAO rules and procedures. • Coordinate workshop venues, catering services, interpretation services, and meeting facilities. • Prepare and distribute workshop materials, agendas, attendance sheets, and meeting packages. • Support field missions and operational activities, including transportation and logistics coordination. • Coordinate vehicle requests, drivers’ schedules, and transportation arrangements for official activities. • Liaise with hotels, transport providers, suppliers, and other service providers to support operational activities. • Support inventory management, asset tracking, and maintenance records for office and project equipment. • Prepare procurement requests, requests for quotations, bid documentation, and vendor communications. • Support collection and verification of supporting documents for procurement and payment processing. • Assist in preparing operational and activity-related payment documentation. • Maintain procurement and financial records and ensure proper filing of supporting documents. • Assist in compiling administrative and operational cost estimates for meetings, workshops, travel, and logistical activities as required. • Liaise with government counterparts, project partners, service providers, and stakeholders on administrative and logistics matters. • Coordinate internal communication and administrative follow-up related to programme implementation. • Support scheduling of meetings, appointments, and project activities. • Provide administrative and logistical support during official meetings, workshops, training sessions, and events. • Support communication and coordination between project teams and operational units.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in Administration, Finance, Accounting, Economics, or related field. • Minimum of 2 years of experience in general project/office administrative, operations activities related to procurement, and financial support. • Working knowledge in English and Laos. • National of Lao PDR.

FAO Core Competencies

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

Technical/Functional Skills

• Computer literacy: proficient in Microsoft Office Word and Excel applications • Extent and relevance of experience in project implementation and administration support in UN agencies would be an asset.

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.

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Potential interview questions

Added 4 days ago - Updated 1 hour ago - Source: fao.org