Administrative Assistant

at  FAO

JOB DESCRIPTION/REQUIREMENTS

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination All selected candidates will undergo rigorous reference and background checks All applications will be treated with the strictest confidentiality
Organizational Setting
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood 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.

• 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