Administrative Assistant

The Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Key Functions/Results:

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases; verify accuracy of data documents; make necessary calculations.
• Assemble and review supporting documentation for processing affiliate workforce, travel or financial actions in FAO’s corporate systems, while ensuring compliance with FAO’s rules and regulations.
• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Support the administration of personnel and equipment as well as protocol-related issues.
• Assist in duties related to recruitment, payroll, staff development, and other HR administrative duties.
• Perform other related duties as required.

Impact of Work:

• The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

Candidates Will Be Assessed Against The Following:
Minimum Requirements:

• Education: Secondary school education.
• Experience: Three years of experience in administrative and office support work.
• Languages: Working knowledge (proficient – level C) of English.
• IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
• Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Technical Skills:

• Good knowledge of communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Previous experience in supporting the review and processing of payments
• Previous experience in the filling of VAT returns or claims from Government.
• Previous experience in the risk management tool preparation process

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2400291