Administrative Assistant

Organizational Setting

• The Regional Office for Europe and Central Asia (REU) is responsible for leading FAO’s response to regional priorities for
• food security, agriculture and rural development through the identification, planning and implementation of FAO’s priority
• activities in the region. REU also provides services to employees throughout the region in administration, financial, human
• resources management, procurement and information technology related matters.
• The position is located in the Regional Office for Europe and Central Asia (REU) in Budapest, Hungary.

Reporting Lines

• The Administrative Assistant reports to the Senior Administrative Officer.

Technical Focus

• Contribute to the smooth operation of the office by providing quality administrative/back office services

Tasks and responsibilities

• Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
• Review, record, distribute and process incoming mail and correspondence, follow-up on pending actions.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Initiate general administrative tasks in the computerized general administration/procurement/financial/travel/human resources system.
• Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.
• Provide assistance in the administrative processing of vacancy announcements and consultants’ contracts.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements   

• University degree OR technical diploma in administration, human resources, finance or related fields; 5 years of experience relevant to the position is accepted in lieu of a degree or diploma;
• 3 years of relevant experience in office management, administration, financial administration or procurement;
• Working knowledge of English.
• National of Hungary or resident with valid work permit.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2403700