Position: Administrative Assistant

Job Time: Full-Time

Job Type: Contract

Place of Work: Hawassa - Ethiopia

Posted date: 1 hour ago

Deadline: June, 11/2024 (14 days left)

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. Achieving food security for all is at the heart of FAO's efforts – to make sure people have regular access to enough high-quality food to lead active and healthy lives. 

The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy. 

Our three main goals are the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate, and genetic resources for the benefit of present and future generations.

The Food and Agriculture Organization (FAO) operates country offices worldwide to assist governments in developing policies, programs, and projects aimed at achieving food security, reducing hunger and malnutrition, and promoting sustainable agriculture, fisheries, and forestry sectors. The FAO country office in Ethiopia implements projects funded by humanitarian, transitional, and development sources, focusing on sustainable production, economic growth, and resilience of livelihoods. The office collaborates closely with government agencies, non-governmental organizations (NGOs), donors, and local communities to address food security challenges and promote sustainable development in Ethiopia. FAO Ethiopia has six field offices in different parts of the country. 

The position is located at Hawassa, Southern Regions, Ethiopia.

Reporting Lines

The incumbent works under the general supervision of the FAO Representative in Ethiopia, the general guidance of the Senior Administrative Officer and the direct supervision of the Field Office Coordinator.

Technical Focus 

Develop and maintain document processing and systems to ensure the availability of accurate, timely information and to enhance the workflow. 

Tasks and Responsibilities

• Provide general administrative and secretarial support to the field office.

• Manage and administer Outposted Petty Cash (OPC) allocated in the field office in accordance with FAO rules & regulations.

• Liaise with the HR Office in Addis Ababa and provide logistical support in the recruitment of new Field personnel and contract extension for existing field staff.

• Provide administrative support, including recording worked hours for the payment of fees to national consultants and other related tasks.

• Collaborate with the FAO Representative's office to support the organization of high-level field visits, including donor missions, by arranging 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 compliance with FAO guidelines.

• In consultation with HR and Travel, assist in the compilation of quarterly travel plans for the Field Office

• Facilitate field staff duty travel, by initiating Travel Authorization Requests (including Security Clearances and arrangement of vehicles) and assemble information pertinent to the purpose of the travel as appropriate in accordance with FAO rules and regulations.

• Facilitate logistical and procurement processes for workshops, training, and events organized by the field office including securing approvals for purchase requests and technical clearance, vehicle requests and requests for Operation Advances

• Maintain, update and transmit inventory records of non-expendable equipment.

• Manage day-to-day activities of the field office, including overseeing stationery supplies, vehicle maintenance, and other operational tasks to ensure smooth office operations.

• Supervise contractor staff such as cleaners, guards, and other support personnel, ensuring compliance with FAO standards of conduct and performance.

• Follow up with field colleagues on the timely settlement of advances (e.g., Travel Advances, Operational Advances, Vendor Advances)

• Assist in the compilation of quarterly travel and recruitment plans for the field offices. 

• Support the coordination of field activities, meetings, and workshops.

• Perform any other related duties as may be required in connection with project administration and secretarial work.

Job Requirements

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• Should be a National of Ethiopia 

• Completion of secondary school education preferably supplemented by technical courses in a field related to the work under this assignment and FAO’s program activities. A university degree is an added advantage.

• At least three (3) years of relevant experience in logistics or administration and finance. UN experience is an advantage. 

• Working knowledge of English and good knowledge of the local language (s) used at the duty station is required.

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement.

Technical/Functional Skills 

• Work experience in more than one location or area of administrative work, preferably in an international organization or field office setting.

• Proficiency in digital tools and software for administrative tasks is essential.

• Extent and relevance of experience in document processing systems and administrative procedures, with a focus on maintaining accurate and timely information flow.

• Extent and relevance of experience in coordinating logistical and procurement processes for workshops, training, and events, ensuring compliance with organizational policies and procedures.

• Familiarity with FAO rules, regulations, and procedures related to administrative and financial management, including procurement, travel, and asset management. 

How to Apply

Interested and qualified applicants can apply online using THIS LINK

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)

• Applications received after the closing date will not be accepted

• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/  

• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ 

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.