The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially, and environmentally sustainable manner.
Position 1: Administrative Assistant
Requirements:
- Completion of secondary school education, ideally supplemented by technical courses relevant to the assignment and FAO’s program activities. A university degree is an added advantage.
- At least three (3) years of relevant experience in logistics, administration, or finance. Experience with the UN is beneficial.
- Proficiency in English and good knowledge of the local languages used at the duty station.
- Must be a national of Ethiopia.
FAO Core Competencies:
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Responsibilities:
- Provide general administrative and secretarial support to the field office.
- Manage and oversee Outposted Petty Cash (OPC) allocated to the field office, ensuring compliance with FAO rules and regulations.
- Coordinate with the HR Office in Addis Ababa, offering logistical support for the recruitment of new field personnel and contract extensions for existing staff.
- Offer administrative assistance, including recording worked hours for fee payments to national consultants and related tasks.
- Work with the FAO Representative’s office to organize high-level field visits, including donor missions, by handling logistics, accommodations, and meeting schedules.
- Act as the focal point for FAO assets within the field office, maintaining accurate records and coordinating asset management activities in accordance with FAO guidelines.
- Assist in compiling quarterly travel plans for the field office in consultation with HR and Travel.
- Facilitate duty travel for field staff by initiating Travel Authorization Requests, including Security Clearances and vehicle arrangements, and assembling relevant travel information in accordance with FAO rules and regulations.
- Manage logistical and procurement processes for workshops, trainings, and events organized by the field office, including securing necessary approvals for purchase requests, technical clearance, vehicle requests, and Operation Advances.
- Maintain and update inventory records of non-expendable equipment.
- Oversee day-to-day activities of the field office, including stationery supplies, vehicle maintenance, and other operational tasks to ensure smooth operations.
- Oversee contractor personnel, including cleaners, guards, and other support staff, ensuring they adhere to FAO standards of conduct and performance. Coordinate with field colleagues to ensure timely settlement of advances, such as Travel Advances, Operational Advances, and Vendor Advances. Help compile quarterly travel and recruitment plans for field offices. Aid in the coordination of field activities, meetings, and workshops.
- Perform any other related duties as required in connection with project administration and secretarial work.
Work Location: Addis Ababa, Semera, Bahir Dar
Deadline: June 13, 2024
How to Apply:
To apply, visit the recruitment website at FAO Jobs and complete your online profile. Ensure 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, submit your application through the website.
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