National Project Personnel – Administration

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FAO - Food and Agriculture Organization of the United Nations

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Application deadline 3 years ago: Tuesday 9 Mar 2021 at 22:59 UTC

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Organizational Setting

The main aim of the FAO country offices, which are headed by a 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.

GRASP (Growth for Rural Advancement and Sustainable Progress, Pakistan) is funded by the European Union and implemented by the International Trade Centre (ITC). GRASP aims to reduce poverty and enhance sustainable, inclusive economic growth in Pakistan by strengthening small-scale agribusinesses in Balochistan. To achieve this goal, the programme will support Micro, Small and Medium Enterprises (MSME’s) and agribusinesses in the horticulture and livestock sectors to become more competitive by making improvements at all levels of the value chain, including the enabling business and policy environment. GRASP aims to particularly enhance the engagement of rural women in agricultural production and value addition activities and enable to them to tap into economic opportunities in the selected value chains.

The following position is at SB3 SC6 level

Reporting Lines

  • Under the overall supervision of the FAO Representative in Pakistan and in close coordination with Assistant FAOR, Administration, the Administrative Associate will directly be supervised by the Senior Project Officer, Balochistan and the Chief Technical Advisor GRASP.
  • Technical guidance will be provided by the relevant units in FAO Headquarters and FAO Regional Office for Asia and the Pacific (RAP).

Tasks and responsibilities Administrative Associate

  • Conduct administrative support functions in relation to staff, office premises, internet, furniture, equipment, vehicles and transport in accordance with FAO guidelines, in relation to Karachi and associated district project offices in Balochistan.
  • Work and coordinate closely with the provincial program team (including technical, managerial and district staff) to ensure timely and well administrated missions, meetings, events etc.
  • Work closely with the finance staff to ensure timely processing of documents and participate as necessary in negotiation of lease agreements with vendors and UN partners for premises and vehicles.
  • Supervise drivers and janitorial staff
  • Maintain inventories of non-expendable items of furniture, equipment and vehicles
  • Ensure adequate maintenance of office premises, all equipment security appliances and vehicles
  • Ensure correct maintenance of vehicle logbooks and records of fuel and repair or maintenance by all drivers
  • Provide general office support services to help ensure the smooth functioning of offices including necessary bookings and reservations as required

· Support the staff of projects based in Balochistan province on all accounting, budget or financial / administrative queries.

· Reconcile Petty Cash, ensuring all disbursements are in accordance with FAO rules and procedures.

· Prepare request for payments (Disbursement Vouchers/ Excel upload), maintain a database/monitoring system to keep track of the projects’ expenditures; ensuring that all the supporting documents are available and in accordance with FAO rules & procedures.

· Monitor vendor’s payments and operational/ training advances and other receivables and ensure timely clearance/reconciliation of outstanding items.

· Review and check payments and invoices from project offices and third parties to ensure they are in accordance with FAO rules and procedures. Process daily subsistence allowance payments for trainees and workshop attendees.

· Organize an appropriate filing system; maintain records and files in accordance with FAO standard filing system.

  • Manage the fleet of FAO vehicles and agreements with car rental companies. Ensure maintenance of vehicle log book and records for fuel and repair/maintenance by all drivers. Assign vehicles for visiting international staff.
  • Maintain project staff attendance/leave records on monthly basis and share with country office.
  • Arrange for online training for staff without IT equipment including drivers.
  • Support with protocol matters, registration of staff, coordination with local authorities and other administrative matters. Arrange communication about travel by international staff within the province to authorities and security focal point.
  • Enter travel security clearance requests for staff and make accommodation bookings.
  • Assist with any other administrative tasks required, such as drafting of correspondence, providing support to the production of internal documents, printing, scanning, copying and binding.
  • Seek quotations and prepare purchase requests.
  • Monitor records of stationery (issuance/balance etc).
  • Manage all correspondence related to administration and finance.
  • Maintenance of records on assets management.
  • Maintain record for all internal meetings & calculate monthly billing sheet for refreshment charges etc and submit to finance for payment.
  • Maintain record of daily outgoing/incoming mail in mail registry book.
  • Building maintenance: Making arrangements for major and minor repair work at office building, overseeing contractors when professional repairs are necessary. Inspect the repairs and implement payments. Assess, prioritise and issue instructions for maintenance issues.
  • Supervise Janitorial staff; maintain first aid supplies and arrange for first aid training for staff.
  • Taking inventory of maintenance supplies and notifying the Supervisor of low or depleted supplies.
  • Conducting routine inspections of premises and equipment. Ensuring that all maintenance equipment is in good working order. Promptly respond to requests for emergency repairs and clean-ups or attendance to safety issues.
  • Manage the supply of utilities to the premises including dealing with water, electricity and gas retailers and with the local area government administration regarding drainage, rubbish removal, street maintenance etc.
  • Arrange and conduct evacuation and lockdown drills for staff in consultation with Security Focal Point.
  • Any other task assigned by the FAO representative in Pakistan.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

  • Advance university degree in administration, management, accounting and finance;
  • Five years of progressively responsible administrative, accounting and office management experience.
  • Good knowledge of IT Skills; MS Office applications, and office technology equipment.
  • Working knowledge (Level C) of English. Good knowledge of Urdu and Balochi and/or Pashtu;
  • National of Pakistan.

FAO Core Competencies

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

Technical/Functional Skills

  • Remain open to change and ability to manage complexity.
  • Ability to work and act under pressure and with discretion in multicultural environment.
  • Ability to deal with stakeholders from a broad range of backgrounds.
  • Demonstrate capacity to plan, prioritize and deliver tasks on time to meet goals in a high-pressure environment.
  • Maturity and confidence in dealing with high-ranking official of government institutions, international institutions and non- government institutions.
  • Familiar with FAO procedures, possess strong supervisory, communication, team building and computing skills (word processing, spreadsheets and data-bases).

Selection Criteria

Candidates will be assessed against the requirements listed above. Preference should be given to local candidates.

ADDITIONAL INFORMATION

  • FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
  • Incomplete applications will not be considered. If you need help please contact: [email protected]
  • Applications received after the closing date will not be accepted
  • Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
  • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
Added 3 years ago - Updated 3 years ago - Source: fao.org