FAO
The Food and Agriculture Organization (FAO) is currently accepting applications from eligible candidates for the position of Administrative Assistant in Bahir Dar, Ethiopia.
Job Description
- Organization: FAO – Food and Agriculture Organization of the United Nations
- Job Title: Administrative Assistant
- Location: Bahir Dar
- Grade: Consultancy – Consultant – Contractors Agreement
- Occupational Groups:
- Operations and Administrations
- Administrative support
- Closing Date: 2024-06-13
Organizational Context:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger and improve nutrition and food security. FAO is seeking a Field Office Administrative Assistant to support its operations in Semera, Afar region, Ethiopia.
Reporting Lines:
The Administrative Assistant will report directly to the Field Office Coordinator while working under the general supervision of the FAO Representative in Ethiopia and the Senior Administrative Officer.
Key Responsibilities:
Administration and Operational Support:
- Provide general administrative and secretarial support to the field office.
- Manage the Outposted Petty Cash (OPC) following FAO rules and regulations.
- Assist with recruitment processes, contract extensions, and administrative tasks related to national consultants and field personnel.
- Act as the focal point for FAO asset management within the field office, maintaining accurate records and coordinating activities per guidelines.
- Manage day-to-day office operations, including overseeing supplies, vehicle maintenance, and supervising support staff.
Logistics and Event Management:
- Support the organization of high-level field visits, donor missions, workshops, and events by arranging logistics, accommodations, and schedules.
- Facilitate staff duty travel by initiating Travel Authorization Requests, security clearances, and vehicle arrangements.
- Coordinate logistical and procurement processes for workshops, trainings, and events, ensuring compliance with FAO policies and procedures.
Financial and Administrative Compliance:
- Follow up on the timely settlement of advances (Travel, Operational, Vendor).
- Assist in the compilation of quarterly travel and recruitment plans for the field offices.
- Maintain and transmit inventory records of non-expendable equipment.
Requirements:
Education and Experience:
- Completion of secondary school education, preferably supplemented by technical courses related to FAO’s program activities. University degree is an added advantage.
- At least 3 years of relevant experience in logistics or administration and finance. UN experience is preferred.
- Proficiency in English and good knowledge of the local language(s) used at the duty station.
Core Competencies:
- Results Focus, Teamwork, Communication, Building Effective Relationships, Knowledge Sharing, and Continuous Improvement.
Technical/Functional Skills:
- Experience in document processing systems and administrative procedures, maintaining accurate and timely information flow.
- Familiarity with FAO rules, regulations, and procedures related to administrative and financial management.
- Proficiency in digital tools and software for administrative tasks.
- Experience in coordinating logistical and procurement processes for events, ensuring compliance with organizational policies.
Additional Information:
- FAO is committed to diversity and encourages qualified women and nationals from Non- and Under-Represented Member Nations to apply.
- Appointment is subject to medical fitness, accreditation, residency/visa requirements, and security clearances.
- Applications should be submitted through the FAO recruitment portal, attaching a letter of motivation and complete employment records.
FAO is a non-smoking environment.