Administrative Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The incumbent will report to the Assistant FAO Representative (Programme), under the overall supervision of the Sub Regional Coordinator and the technical supervision of the Administrative Officer/Specialist in the SAP office.

Technical Focus

Administrative support

Tasks and responsibilities

• Maintain petty Cash 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:
• Manage and process utility bills and develop monthly utility bill checklists to ensure utility bills are paid on time;
• Support on the local bank operations and to keep up-to-date with financial and regulatory information (Support the administration of personnel and equipment;
• Maintain local assets and inventory records with responsibility for proper recording of assets, their maintenance and safeguard
• Support the local travel/International travel functions;
• Be responsible for registration of NST travelers:
• Maintain the travel data base for international and local travel request;
• Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action;
• Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action;
• Help on office communication (Telephone system) if needed;
• Undertake responsibility for Stationery, acting as the Custodian and keeping record of management:
• Maintain a filing system of administrative and financial documents;
• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
• Support the overall hiring plan for hiring of national and international affiliate workforce:
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent;
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required:
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in a field related to business management or public administration, finance, accounting, social science or other relevant field;
• Three years of relevant experience in office management, administration, accounting and/or audit, budget or finance
• Working knowledge of English:
• National of the country of assignment or with a valid working permit.

FAO Core Competencies

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

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Applications received after the closing date will not be accepted.
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT