Administrative Assistant

Organizational Setting

The project “UTF/SAU/051/SAU Strengthening MoEWA’s Capacity to Implement the Sustainable Rural Agricultural Development Programme” is the project that has been approved within the framework of FAO-Saudi Technical Cooperation Programme (2019-2025). The project will provide technical and advisory assistance to the MoEWA in implementing its flagship Sustainable Rural Agricultural Development programme that has recently been approved within the context of the National Transformation Programme of the Saudi Vision 2030. The project expected results will be achieved through implementation of nine project components: 1) Development of coffee arabica production, processing and marketing; 2) Development of beekeeping and honey production; 3) Development of rose production and trade; 4) Development of sub-tropical fruits production, processing and marketing; 5) Strengthening capacity of small-scale fishermen and fish farmers; 6) Strengthening capacity of small-scale livestock herders; 7) Development of rain-fed cereals production; 8) Enhancing value addition from smallholdings and rural activities; and 9) Strengthening MoEWA’s capacity in sustainable management of rangelands, forests and natural resources to support rural livelihoods.
An overall plan and budget are developed and approved, including activities and outputs that are expected to be accomplished under each component. For achieving the objectives of the coffee and rose component, several activities that involves good crop production and protection technologies and good management practices among coffee, rose and jasmine farmers to grow healthy crops. To achieve this, demo farms were established at Taif, Al Baha, Asir and Jazan in Coffee, Rose and Jasmine, respectively. It was also envisaged to undertake a situation analysis and comprehensive sector review for the Coffee, Roses and Jasmine production and industry and products (oil and water and others) quality control measures, in the KSA and assesses comparative advantages of Coffee and Roses production in the selected areas of Saudi Arabia. We have already initiated a baseline survey mission to achieve the goal. Hence, for the better management of these demo farms and monitoring the baseline survey, a day-to-day management support is highly essential.

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