Administrative Assistant

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Description

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The incumbent will work under the overall supervision of the FAO Representative and  the direct supervision of the Assistant FAO Representative (Administration), working with the Project Coordinator, leading the PMU, and in collaboration with relevant FAO Zambia personnel, UNESCO and UNITAR technical teams, the Admin Assistant is responsible for the day-to-day operations in conformity with the relevant rules, procedures and practices of the Organization. In particular, the incumbent will perform the following functions:

Tasks and responsibilities:

Procurement functions: 

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc.
• Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated.
• Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues.
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated.
• Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed. 
• Participate in meetings with suppliers.
• Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service.
• Act as the Contracts Unit focal point for GRMS, UNGM and Intend.   
• Review current processes and make recommendations.

Human Resource function: 

• Process applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, preparing of interview reports, and entering data on candidates into the automated roster.
• Assist in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Assist in the evaluation and screening of applications of candidates for positions.
• Maintain vacancy announcement files and track status of vacancy announcements.
• Prepare agenda and provides relevant documentation required for recruitment related meetings.
• Assist to arrange for successful entry on duty or deployment of personnel to assigned duty stations.
• Address relevant personnel needs and attend to any other duties assigned.

Candidates Will Be Assessed Against The Following:

Minimum Requirements: 

• University Degree in Human Resource Management, Procurement, Business Administration or any other related field. 
• Minimum of four years relevant work experience in field implementation of project activities, project operations and support involving any of the following: HR, procurement, finance and administration
• Working knowledge of the English language 
• A National of Zambia

Technical/Functional Skills: 

• Extent and relevance of experience in programme/project formulation, analysis, planning and implementation 
• Understanding of FAO policies and programmes is considered a strong asset 
• Familiarity with UN administrative, operational and financial procedures is an asset 
• Past working experience with FAO or other UN Agencies on related issues is an advantage
• Very good knowledge of the MS Office applications, Internet and office technology equipment.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2303559

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