Project Administrative Assistant

Organizational Setting

The FAO representation office in Armenia (FAO Armenia) and the Environmental Project Implementation Unit (EPIU) are the Executing Entities (EEs) of the project. FAO will be responsible for the overall implementation of the project and supervise the work of the EPIU of the Ministry of Environment of Armenia. The project is co-financed by the Government of Armenia, Austrian Development Agency (ADA), Autonomous Province of Bolzano, WWF Armenia and FAO. The position is based in Yerevan, with local travel to the project sites (Lori and Syunik Marzes) and other areas relevant to the project.

Reporting Lines

Under the supervision of the National Project Coordinator (NPC), and in close cooperation with all other members of the project team the incumbent performs his/her duties.

Technical Focus

The incumbent will be assisting the NPC in the smooth implementation and execution of the “Forest resilience of Armenia enhancing adaptation and rural green growth via mitigation” activities in the target project area.
The incumbent will participate in effective communication between international experts and local stakeholders in Armenia by bridging the language gap and facilitating communication in both English and Armenian.

Tasks and responsibilities

• Assist the NPC in the preparation and update of the Annual Work Plan and Budget (AWP/B) of the Project.
• Assist in the preparation and update of the Procurement Plan of the Project.
• Assist the relevant colleagues in EPIU with the preparation of planning and reporting documents, including co-financing plans, and progress reports.
• Prepare a first draft of tender documents and related specifications for procurement of goods and services under the project, as well as review applications and relevant documents, including organising interviews as appropriate.
• Monitor suppliers’ performance regarding the quality and timely delivery of goods and services; identify inconsistencies and delays and, when necessary, propose corrective measures to overcome operational constraints.
• Monitor the proper maintenance of local inventory records, their custody, and safeguard.
• Monitor the process -of delivery and acceptance, as well as the further use of goods and services purchased under the project. In this context, assist in the preparation of documents for transfer and handover of equipment in compliance with FAO procurement and assets management procedures as prescribed under FAO Manual Section MS-502.
• Establish and maintain a filing system of procurement-related documents and correspondence.
• Facilitate effective communication and mutual understanding between international experts and local stakeholders, including government officials, community members, NGOs, and other relevant parties, during various engagements, including meetings, workshops, seminars, and field visits involving international experts and local stakeholders.
• Ensure accurate and culturally appropriate translation between English and Armenian, using appropriate technical terminology.
• Assist in preparing and translating written materials related to forestry, such as reports, presentations, and training materials.
• Conduct background research to familiarize with technical terminology and concepts specific to the forestry sector.
• Uphold confidentiality and professionalism when handling sensitive information.
• Prepare monthly time sheets for project team members which clearly reflect the work done during the reporting period, using existing FAO on-line systems.
• Enter and retrieve information from FAO on-line systems in relation to the project as appropriate.
• Perform any other duties as may be assigned by the supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Humanitarian studies, Business Administration and Management or any other related fields
• Working knowledge of Russian and English (level C)
• Three years of experience in administrative and office support work
• National of Armenia

FAO Core Competencies

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

Technical/Functional Skills

• Demonstrated ability to adopt new ideas
• Good knowledge of the MS Office applications, Internet and office technology equipment
• Experience in the UN agencies will be an advantage

ADDITIONAL INFORMATION