Administrative Assistant Vacancy Job Ref: VACFAO8638-14
Food and Agriculture Organization of the United Nations (FAO)
Organizational Setting
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agri-food systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
The primary goal of FAO Country Offices is to aid governments in creating policies, programs and projects that secure food security and diminish hunger and malnutrition.
They also support the development of agriculture, fisheries, and forestry, ensuring the sustainable use of environmental and natural resources.
Reporting Lines
Under the overall supervision of the Assistant FAO Representative (Administration) and direct supervision of the Head of the Northeast sub office, the Office Assistant will perform the following duties.
Technical Focus
Coordinate and perform the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office as a member of the support services coordination team. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
Tasks and responsibilities
The role and responsibilities are as follows:
• Assist in the management of appropriate book-keeping of office expenditures, general administration, set up of filling and archive system;
• Examine and process a variety of payment/reimbursement/disbursement of various vendor payments;
• Collate and submit payment requests to Abuja finance unit.
• Manage the petty cash at field level and submit regular financial report to the finance team at Abuja;
• Assist submission of monthly timecards of the project personnel.
• Assist in submission of Travel Authorizations in the workflow system for FAOR approval.
• Maintain the filling system ensuring safekeeping of all the project related documents;
• Update local asset records based on the outcomes of regular physical inventory and should identify obsolete/un-usable properties/items for disposal;
• Act as custodian for management of office stationery supplies including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution.
• Timely submit payment request to Finance unit.
• Fill appropriately system of all finance/procurement/project documents and keep records for future reference.
• Update inventory database.
• All reports and other relevant materials archived and uploaded on FAO shared drive Relevant public information products developed and disseminated at the national, regional and global levels.
• Perform any other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University Degree in Human Resources, Social Sciences, Administration, or a relevant field preferred
• Minimum of 3 years practical experience in Human Resources activities (human resources management, contract and asset operations) including at least 2 years work experience with UN System, multilateral institutions or international NGOs
• Working knowledge of English
• Nationality of Nigeria
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Good computer skills
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
- 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.
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
FAO IS A NON-SMOKING ENVIRONMENT
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