Administrative Assistant

Location: Hyderabad
Company Name: FAO

1902174

Administrative Assistant

Job Posting: 04/Sep/2019

Closure Date: 18/Sep/2019, 4:59:00 PM

Organizational Unit: FAPAK

Job Type: Non-staff opportunities

Type of Requisition: NPP (National Project Personnel)

Grade Level: N/A

Primary Location: Pakistan-Hyderabad

Duration: 12 Months (Extendable)

Post Number: N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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

Qualified female applicants are encouraged to apply.

People with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidentiality.

Organizational Setting

This position is located in FAO Project Office Hyderabad, Sindh, Pakistan. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural , fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The incumbent will report to Project Coordinator and will work under the direct supervision of the FAO Representative in Pakistan and in close coordination with Assistant FAO Representative (Administration).

Tasks and responsibilities

• Under supervision of the Project Coordinator, monitor financial records including Project Status Reports and Transaction Listing and reconcile field records with the official expenditures records;
• Prepare request for payments Disbursement Vouchers ensuring that all the supporting documents are available and in accordance with FAO rules & procedures.
• Ensure timely payment of invoices.
• Make necessary entries in GRMS
• Assist the Project Coordinator and the project team in day to day administrative procedures
• Maintain financial and administrative records
• Identify local venders for projects procurement requirements
• Assist PIU in operations and procurement related activities in consultation with Head Office Procurement Unit
• Assist the PIU in IT related matters including liaison with IT Unit of Head Office and timely facilitation to staff in IT related matters
• Monitor and maintain office equipment including vehicle, IT material etc.
• Maintain travel record and fleet administration and make sure travel records are updated and accurate
• Assist PIU and HO mission in all travel related matters by providing assistance in submission of ITAs
• Provide facilitation to PIU and field staff in finance, procurement, IT and office administration matters
• Perform any other task assigned by the relevant supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in business administration or related field.
• At least three to five years of relevant experience in administration/ finance or related area.
• Working knowledge of the English language, competency in word processing, spreadsheet and databases computer software, and an ability to work in multidisciplinary and multicultural teams is essential
• National of Pakistan

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Functional Skills

• Knowledge of United Nations and International Organizations’ administrative policies and procedures.
• Good knowledge of common administrative and financial rules and regulations
• Good knowledge of communication and documentation standards
• Identify and respond to the issues, concerns and needs of the PIU and field staff
• Cultivate and maintain positive working relationships with PIU and field staff and with government and private sector stakeholders and venders, business leaders, partner organizations and line organizations
• Good report writing and Communication skills.
• Proficiency in English language both written and spoken.
• Good understanding and knowledge of MS Office, E-Mail and related packages
• Proactive and innovative with the ability to deliver results within tight deadlines
• Past experience of working in Sindh province

Selection Criteria

Candidates will be assessed against the requirements listed above.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
• Applications received after the closing date will not be accepted
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
  

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

HOW TO APPLY

Candidates are requested to attach a letter of motivation to the online profile.
We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT