Administrative Assistant at FAO-UN

Programme Officer at the FAO-UN

Administrative Assistant at Food and Agriculture Organization of the United Nations (FAO-UN)

The Food and Agriculture Organization of the United Nations (FAO-UN) – An intergovernmental organization, FAO has 194 Member Nations, two associate members and one member organization, the European Union. Its employees come from various cultural backgrounds and are experts in the multiple fields of activity FAO engages in. FAO’s staff capacity allows it to support improved governance inter alia, generate, develop and adapt existing tools and guidelines and provide targeted governance support as a resource to country and regional level FAO offices. Headquartered in Rome, Italy, FAO is present in over 130 countries.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Location: Any City, Nigeria
Employment Type: Full-time

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;
  • 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.
  • 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.
  • 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.
  • Perform any other related duties as required. 

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 

How to Apply
Interested and qualified candidates should:
Click here to apply

Application Deadline  25th June, 2024

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