FAO NGO JOB VACANCY 2024
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger.
Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members – 194 countries and the European Union, FAO works in over 130 countries worldwide.
Join us in creating a world without hunger and poverty.
Position: Administrative Assistant
Minimum Requirements
• 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. 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.
• National of Ethiopia
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, trainings, 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.
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 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, trainings, and events organized by field office including securing approvals for purchase request 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.
Location: Addis Ababa, Semera, Bahir Dar, Jijiga and Hawassa
HOW TO APPLY:
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that 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, 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
• We encourage applicants to submit the application well before the deadline date.
