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Administrative Assistant

Food and Agriculture Organization

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Job Description

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Description

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The Response Plan was formulated to respond to the priority intervention areas and target beneficiaries outlined by the Ministry of Agrarian Policy and Food (MAPF), to be consistent with the UN-wide response to the ongoing humanitarian crisis in Ukraine, and to respond to the distinct needs of vulnerable rural households and small- and medium-sized agricultural producers across the humanitarian-development-peace-nexus with a focus on responding to immediate needs while also building resilience. In addition, the Response Plan delineates FAO’s role in generating accurate, timely analysis and evidence of the food security and sectoral situations in Ukraine to inform the programming of FAO and other development partners as well the Government of Ukraine’s policy response and related actions. Furthermore, the Response Plan has been formulated to complement FAO’s development portfolio that was being implemented prior to the outbreak of the conflict.

Reporting Lines:

Under the overall supervision of the FAO Ukraine Head of Office/Designated Responsible Officer and the direct supervision of the Head of Operations/Operations Officer and in close coordination/cooperation with other units, the Administrative Assistant may also receive guidance from National Professional Officer (Administration).

Technical Focus:
 

The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff. The Administrative Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information. 

Tasks and responsibilities:

The Administrative Assistant will be responsible for the followings tasks:

  • Acts as focal point for all purchase requisition (PR) matters; reviews documentation for procurement of goods, services and works for quality, and proceeds with PR raising in the GRMS system.
  • Reviews requests for payment receipts of goods and services from Letter of Agreement (LOA) Responsible Officers, responsible staff of the FAO UA departments in accordance with the relevant sections of the FAO Manual and, upon approval by the authorized officer, proceeds with payment receipts in the Global Resources Management System (GRMS);
  • Follows up payment-related inquiries in cooperation with the colleagues at the finance department.
  • Prepares correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
  • Maintains detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning for the office needs.
  • Retrieves, enters, selects and analyzes data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
  • Provides reports on budgetary performance of office accounts, and, if required, of project accounts; reports variations from budgets.
  • Maintains local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
  • Maintains a filing system of administrative and financial documents.
  • Supports the administration of personnel and equipment.
  • Performs other related duties as required.
Candidates Will Be Assessed Against The Following:

Minimum Requirements:    

  • Secondary education
  • Three years of administrative, accounting and office management experience.
  • Working knowledge of Ukrainian (Level C or native) and working knowledge of (Level C) in English
  • National of Ukraine

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