Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the
FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agri-food systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The Programme Management Unit (PMU) of the FAO-Saudi Technical Cooperation Programme (2019-2025) facilitates, coordinates and manages all technical and advisory services to be provided by FAO to the Saudi Ministry of Environment, Water and Agriculture (MoEWA) and its sister agencies. Within the framework of the UTF Technical Cooperation Memorandum of Understanding (MoU) covering the period 2019-2025 signed on February 13, 2019 between the Kingdom of Saudi Arabia represented by MoEWA, and FAO, the UTF projects “UTF/SAU/054/SAU: Enhancing National capacities for Evidence-based Irrigation Management “UTF/SAU/053/SAU: Promoting efficient irrigation and water productivity amongst farmers have been approved by the FAO and Saudi Irrigation Organization (SIO). The Project, developed jointly by SIO and FAO focuses directly on supporting the implementation of the Saudi Irrigation Organization Corporate Strategy, which was developed within the context of the Saudi Vision 2030 and aims at strengthening the capacity of SIO to improve irrigation efficiency.

An overall plan and budget are developed and approved, including activities and outputs that are expected to be accomplished
under its different outputs. Requirements for the international and national technical expertise of specialized professionals, experts
and support personal have been identified.

Reporting Lines

The Administrative Assistant works under direct technical supervision of the Technical Advisor on Irrigation system development and under the overall supervision of the Administrative Officer/Operations Officer.

Technical Focus

The Administrative Assistant will work as part of a multidisciplinary team to ensure continuous engagement with the office support actions, stakeholders and partners.

Tasks and responsibilities

• Maintain financial records and monitoring systems for the office; manage petty cash; monitor project and programme accounts for which responsibility is assigned.
• Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain 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.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Support the administration of personnel and equipment.
• Provide and coordinate communication, information, documentation, administrative and protocol support processes for the office.
• Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from projects teams
• Review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; maintain a follow-up system.
• Maintain control of records and files; follow-up on deadlines with project team.
• Coordinate meetings and events held inside or outside the office, including the provision of meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants.
• Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties.
• Manage drivers schedule and control of vehicles
• Compile relevant data and datasets following completion of activities or in preparation to implementation of activities.
• Process, organize, and analyze data collected in the field following guidelines provided by NRM component experts.
• Organize NRM data and information from four technical themes in a well-structured and organized format.
• Support preparation of training materials for upload on the learning management systems under development by NRM component.
• Prepare relevant materials for publication as interactive content using Articulate Storyline.
• Support preparation of reports and publications including standardization and editing.
• Support preparation of presentations and other publications.
• Compile draft content required for design by FAO KSA graphic designer or by contracted design agencies
• Be able to effectively use standard office software, such as MS Office (Windows, Outlook, Word, Excel, Access, PowerPoint, Project, Exchange and Internet) and administrative software and/ or other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National of the Kingdom of Saudi Arabia.
• University degree preferably in any branch of business administration development studies, political science, economics, social science, or other related field is required
• Minimum 1 year of work experience in relevant field
• Working knowledge (level C) in Arabic and limited knowledge (level B) in English

FAO Core Competencies

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

Technical/Functional Skills

• Ability to encourage and contribute to clear and open communication
• Ability to be accountable for the delivery of agreed upon results
• Ability to execute responsibilities to a high-standard
• High ethical behavior and understanding of norms of the Organization
• Timely completion of assigned task
• Ability to share knowledge and seek continuous improvement in performance
• Ability to take action as per project requirement

ADDITIONAL INFORMATION