National Administrative Assistant

Overview

Provide administrative and operational support for project implementation.

You have:

• University degree or High school diploma in business or public administration or a related field.
• Four years of relevant experience in administrative, office management or operational support functions.
• Working knowledge of English
• National of Papua New Guinea

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations leading international efforts to eradicate hunger, improve food security and nutrition, reduce rural poverty, and promote the sustainable management of natural resources. Through the FAO Strategic Framework 2022–31, the Organization supports the transformation to more efficient, inclusive, resilient and sustainable agrifood systems for better production, better nutrition, a better environment and a better life, leaving no one behind.

The FAO in Papua New Guinea is implementing the Green Climate Fund (GCF)-funded project "PNG REDD-plus Results-Based Payments (RBP) for Results Period 2014–2016." As the accredited entity of the GCF, FAO supports the Government of Papua New Guinea in implementing the PNG National REDD Strategy 2017–2027 through activities that strengthen institutional capacity, reduce emissions from deforestation and forest degradation, and promote sustainable forest management and resilient livelihoods. A Project Management Unit (PMU) will be established to support the effective planning, coordination, implementation, monitoring and reporting of project activities in accordance with FAO and Government of Papua New Guinea policies and procedures.

Reporting Lines

Under the general supervision of the Project Coordinator of the GCF project “PNG REDD-plus RBP for results period 2014-2016” and the direct supervision of the International Operations Specialist, the Administrative Assistant will perform a full range of administrative and operational support, contributing to the smooth and efficient running of the PMU and project team, and facilitating compliance with FAO rules and procedures.

Technical Focus

Provide administrative, and office support services to facilitate the efficient implementation of project activities, ensuring compliance with FAO administrative, financial, procurement, travel and human resources procedures, and maintaining accurate records, documentation and reporting.

Tasks and responsibilities

Under the general supervision of the Project Coordinator and the direct supervision of the International Operations Specialist, the Administrative Assistant will perform the following duties:

Administrative and Office Support

• Coordinate and provide administrative and operational support to the Project Management Unit (PMU), ensuring the smooth and efficient implementation of day-to-day project operations. • Coordinate office support for meetings, workshops, training sessions, seminars, committees, missions, and other project events, including logistical arrangements, preparation of documentation, meeting minutes, and follow-up actions. • Prepare routine administrative correspondence, draft responses to routine inquiries, monitor pending actions, and ensure timely follow-up. • Maintain project filing systems and official records, ensuring complete, accurate, and readily accessible documentation.

Financial Administration Support

• Retrieve, enter, verify, and analyze data from FAO corporate systems (including GRMS, FPMIS, and IMIS, as applicable); ensure the accuracy of administrative and financial information and prepare routine financial and administrative reports. • Assemble and review supporting documentation for personnel, travel, and financial transactions in FAO corporate systems, ensuring compliance with FAO rules, regulations, and procedures. • Assist in maintaining project budget records, commitments, and expenditure information; maintain financial records; support budget implementation and assist in the preparation of routine financial reports in accordance with FAO procedures • Support the reconciliation of financial records and maintain proper documentation for project financial transactions.

Procurement and Operational Support

• Prepare and monitor Purchase Requisitions (PRs) and support procurement planning in accordance with the approved Annual Work Plan and FAO procurement procedures. • Support contract administration, vendor registration and follow-up, and the preparation and administration of Letters of Agreement (LoAs) and other contractual arrangements. • Maintain records relating to contracts, Letters of Agreement (LoAs) and other contractual arrangements; follow up on contractual documentation, deliverables, reports, invoices and supporting documentation with service providers, implementing partners and responsible FAO personnel to facilitate timely processing.

Human Resources and Personnel Administration

• Support recruitment and onboarding processes, contract extensions, requests for temporary personnel, leave administration, travel arrangements, and other personnel-related administrative actions in accordance with FAO policies and procedures. • Coordinate the overall hiring plan for hiring of national and international affiliate workforce. • Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations. • Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent. • Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates. • Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation. • Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary. • Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks. • Maintain confidentiality and handle sensitive information with discretion.

Operational Planning

• Assist in maintaining and updating the Annual Work Plan, Procurement Plan, LoA Plan, Travel Plan, and project implementation schedule, and support follow-up on planned administrative actions • Maintain action trackers and monitor the implementation status of administrative, procurement, and operational actions; follow up on outstanding issues with responsible FAO units and project stakeholders to facilitate timely project implementation.

Asset Management and Oversight

• Maintain inventory records and support the recording, maintenance, safeguarding, and transfer of project assets and equipment. • Prepare and maintain supporting documentation for internal and external audits, and other oversight activities, ensuring that complete records are readily available. Other Duties • Perform any other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree or High school diploma in business or public administration or a related field. • Four years of relevant experience in administrative, office management or operational support functions • Working knowledge of English • National of Papua New Guinea

FAO Core Competencies

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

Technical/Functional Skills

• Extent and relevance of experience in providing administrative and operational support in a project or programme environment. • Extent and relevance of experience in financial, procurement, travel and personnel administration. • Extent and relevance of experience in maintaining administrative records, filing systems and office documentation. • Familiarity with administrative procedures, procurement processes and financial management practices of FAO, the United Nations or other international organizations would be an asset. • Experience in supporting meetings, workshops, missions and logistical arrangements. • Very good knowledge of communication, correspondence and document management standards. • Very good knowledge of corporate computerized administrative systems, financial systems, travel and human resources systems would be an asset. • Very good knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook), internet applications and standard office equipment. • Ability to organize and prioritize multiple assignments while meeting deadlines. • Strong interpersonal skills with the ability to work effectively with colleagues, government counterparts, service providers and other stakeholders. • Demonstrated attention to detail and ability to maintain confidentiality.

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 9 hours ago - Updated 6 minutes ago - Source: fao.org