Administrative Associate

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) was established in 1945 and is headquartered in Rome, Italy. The organization aims to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. FAO operates in over 130 countries, employing thousands of staff members dedicated to improving agricultural productivity, enhancing nutrition, and promoting sustainable management of natural resources. The organization plays a crucial role in global efforts to eradicate hunger and malnutrition, supporting countries in their efforts to develop policies and programs that address these challenges.

Job Overview:
The Administrative Associate position is critical to the effective functioning of the FAO Representation in Liberia, located in Monrovia. The role involves leading and coordinating various office and management support functions, ensuring that the office operates smoothly and efficiently. The incumbent is responsible for organizing day-to-day operations, prioritizing tasks, and managing the flow of information within the office. This position requires a deep understanding of office policies and procedures, as well as the ability to provide guidance to managers and staff. The Administrative Associate will work autonomously, demonstrating initiative and independent judgment, while also supervising other office support staff and providing them with necessary training and guidance. The role is essential for maintaining effective communication and collaboration within the organization and with external partners.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include managing and administering financial records and monitoring systems for the office, overseeing project and program accounts, maintaining imprest accounts, and reconciling expenditures and balances. The incumbent will be responsible for composing and finalizing administrative correspondence, maintaining detailed records of budget estimates and obligations, and participating in the consolidation of budget proposals. Additionally, the Administrative Associate will initiate and process human resource activities, respond to inquiries regarding administrative procedures, oversee vacancy announcements, prepare recurring reports on program and project accounts, and maintain liaison with local banks and financial institutions. The role also involves advising staff on administrative and financial matters and supporting the introduction of new information technologies to streamline office procedures.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of five years of experience in general administration, which includes human resources, accounting, and office management-related tasks. The role requires a strong understanding of administrative processes and the ability to manage multiple tasks effectively. Candidates should demonstrate proficiency in communication and interpersonal skills, as well as the ability to work collaboratively within a team. Knowledge of corporate computerized financial, travel, and human resources systems is essential, along with a thorough understanding of organizational structure and administrative policies.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is crucial for understanding the administrative and operational tasks associated with the role. Candidates with additional qualifications or certifications in administration, finance, or human resources may be preferred, as these credentials can enhance their ability to perform the duties effectively.

Experience:
The position requires a minimum of five years of relevant experience in general administration, which encompasses a range of tasks including human resources management, accounting, and office management. This level of experience is necessary to ensure that the incumbent can handle the complexities of the role and provide effective support to the office. Candidates should have a proven track record of managing administrative functions and demonstrating initiative in their previous roles.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, candidates should possess intermediate knowledge of another official FAO language, such as Arabic, Chinese, French, Russian, or Spanish, at proficiency level B. This bilingual capability is important for effective communication within the organization and with external stakeholders.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of Liberia or possess a valid visa or work permit to be eligible for recruitment. The role is based in Monrovia, and candidates should reside within commuting distance of the duty station at the time of application. The position is full-time, and the incumbent will be expected to work autonomously while also collaborating with other staff members to ensure the efficient delivery of office support services.