National Project and Administration Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. FAO goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives while preserving the planet’s resources and reducing the environmental impact.
FAO in Iraq is working towards climate-resilient and low-emission agrifood systems while taking into consideration all agricultural sectors, related value chains and ecosystems in a holistic way and recognizing the importance of a balance between the economic, social and environmental dimensions of sustainable development. Additionally, to respond to the challenges related to water scarcity, FAO is and will work to enhance the climate resilience of farming communities in Southern Iraq by increasing and stabilizing water availability at the farm gate; optimizing agriculture and water productivity; and reducing the adaptation deficit of farming communities via specific and tailored trainings and capacity development processes

Reporting Lines

Under the overall supervision of the FAO Representative, the National Project and Administration Assistant reports to the International Procurement Specialist and work in coordination with the established procurement team.
Work is performed largely autonomously, expressing initiative and independent judgment. Supervision received is focused on the quality of work outputs and is facilitating service delivery.

Technical Focus

The National Project and Administration Assistant assists in day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices. He/ she provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.

Tasks and responsibilities

• Maintain financial records and monitoring systems for the office in Basra; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash;
• Support the preparation of LoAs for internal clearance to engage different service providers for the assigned project;
• Prepare correspondence of administrative and financial nature, and maintain a filing system of administrative and financial documents.
• Maintain local (Basra) inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Assist logistically the Project team in organizing meetings, trainings, seminars, committees, and events;
• Attend meetings as required and prepare minutes;
• Provide assistance in protocol related matters, as required;
• Maintain relevant information and databases on trainings, workshops, missions and seminars;
• Support the office administrative and logistical actions, including providing to the procurement unit and requestor the necessary documents to initiate processes supporting in registering vendors; verifying and receiving items;
• Performing any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in business administration or any other related field.
• At least four years of relevant experience in administrative, UN experience is an asset.
• Working knowledge of English and Arabic.
• Iraqi National.

FAO Core Competencies

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

ADDITIONAL INFORMATION