National Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the UN that leads international efforts to defeat hunger. Established in 1945, FAO's mission is 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. With 195 Members, including 194 countries and the European Union, FAO operates in over 130 countries worldwide. The organization focuses on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, contributing to the 2030 Agenda and the UN Sustainable Development Cooperation Framework. FAO Country Offices provide policy advice, technical assistance, and support to countries, ensuring effective operations and resource mobilization to enhance agrifood systems.

Job Overview:
The National Administrative Assistant plays a crucial role in supporting the FAO Country Office in Papua New Guinea. This position involves leveraging the GRMS (Global Resource Management System) to manage procurement, finance, travel, and asset transactions. The incumbent will be responsible for maintaining and updating Standard Operating Procedures (SOPs) to ensure compliance and efficiency in all processes. The role requires close collaboration with the Chief Technical Advisor and the International Operations Specialist to ensure smooth administrative operations within the office. The National Administrative Assistant will assist in various operational tasks, contributing to the overall effectiveness of the FAO's mission in the region.

Duties and Responsibilities:
The National Administrative Assistant will have a diverse set of responsibilities, including:

• Providing administrative and operational support for daily office functions, which encompasses procurement, finance, travel arrangements, conference organization, and asset management.
• Coordinating travel logistics by preparing Travel Authorizations (TAs), processing tickets, and arranging accommodation and transport in accordance with FAO policies and duty-of-care standards.
• Supporting procurement processes by preparing Purchase Requests (PRs) and Purchase Orders (POs) in GRMS, ensuring accuracy, proper coding, budget availability, and compliance with organizational standards.
• Assisting in financial administration by matching invoices, managing petty cash, and Daily Subsistence Allowance (DSA) advances, as well as reconciling monthly expenditures.
• Maintaining the asset register in GRMS, which includes assisting with physical verification, transfer, and disposal of assets as required.
• Supporting the management of office facilities, fleet operations, and inventory to ensure adequate supplies, functional equipment, and safe working conditions.

Required Qualifications:
Candidates must meet the following minimum requirements:

• A high school diploma in business administration, public administration, finance, or a related field relevant to FAO’s mandate.
• A minimum of three years of relevant experience in administration, finance, procurement, or human resources-related areas.
• Proficient working knowledge of English (level C).
• Candidates must be nationals of Papua New Guinea. Additionally, a university degree is considered a strong asset.

Educational Background:
The educational background required for this position includes a high school diploma in business administration, public administration, finance, or another relevant field. A university degree is highly desirable and considered a strong asset, as it may enhance the candidate's qualifications and competitiveness for the role.

Experience:
The position requires candidates to have at least three years of relevant experience in administration, finance, procurement, or human resources-related areas. This experience should demonstrate the candidate's ability to manage office functions effectively and efficiently, ensuring compliance with organizational policies and procedures.

Languages:
The mandatory language requirement for this position is a proficient working knowledge of English (level C). This proficiency is essential for effective communication within the organization and with external stakeholders. While not mandatory, knowledge of additional languages may be considered an asset, particularly in enhancing communication with diverse partners and stakeholders.

Additional Notes:
FAO does not charge any fees at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. It is important to note that FAO only considers higher educational qualifications obtained from institutions accredited or recognized in the World Higher Education Database (WHED). The appointment will be subject to certification that the candidate is medically fit for appointment, as well as meeting any residency or visa requirements and security clearances.