Administrative Assistant

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Description

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Technical Focus 

Develop and maintain document processing and systems to ensure availability of accurate, timely information and to enhance the workflow. 

Tasks and responsibilities

• Provide general administrative and secretarial support to the field office.
• Manage and administer Outposted Petty Cash (OPC) allocated in the field office in accordance with FAO rules & regulations.
• Liaise with the HR Office in Addis Ababa and provide logistical support in recruitment of new Field personnel and contract extension for existing field staff.
• Provide administrative support, including recording worked hours for the payment of fees to national consultants and other related tasks.
• Collaborate with the FAO Representative’s office to support the organization of high-level field visits, including donor missions, by arranging logistics, accommodations, and meeting schedules.
• Act as the focal point for FAO assets within the field office, maintaining accurate records and coordinating asset management activities in compliance with FAO guidelines.
• In consultation with HR and Travel, assist in the compilation of quarterly travel plans for the Field Office
• Facilitate field staff duty travel, by initiating Travel Authorization Requests (including Security Clearances and arrangement of vehicles) and assemble information pertinent to the purpose of the travel as appropriate in accordance with FAO rules and regulations.
• Facilitate logistical and procurement processes for workshops, trainings, and events organized by field office including securing approvals for purchase request and technical clearance, vehicle requests and requests for Operation Advances
• Maintain, update and transmit inventory records of non-expendable equipment.
• Manage day-to-day activities of the field office, including overseeing stationery supplies, vehicle maintenance, and other operational tasks to ensure smooth office operations.
• Supervise contractor staff such as cleaners, guards, and other support personnel, ensuring compliance with FAO standards of conduct and performance.
• Follow up with field colleagues on the timely settlement of advances (e.g., Travel Advances, Operational Advances, Vendor Advances)
• Assist in the compilation of quarterly travel and recruitment plans for the field offices. 
• Support the coordination of field activities, meetings, and workshops.
• Perform any other related duties as may be required in connection with project administration and secretarial work.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• Should be a National of Ethiopia 
• Completion of secondary school education preferably supplemented by technical courses in a field related to the work under this assignment and FAO’s program activities. University degree is an added advantage.
• At least three (3) years of relevant experience in logistics or administration and finance. UN experience is an advantage. 
• Working knowledge of English and good knowledge of the local language (s) used at the duty station is required.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2401801

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