National Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has over 194 member countries and works in more than 130 countries worldwide. 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's mission is to help eliminate hunger, food insecurity, and malnutrition, make agriculture, forestry, and fisheries more productive and sustainable, reduce rural poverty, and enable inclusive and efficient agricultural and food systems. The organization collaborates with governments and partners to implement projects that promote sustainable agricultural practices and improve food security.

Job Overview:
The National Administrative Assistant will play a crucial role in supporting the Ecosystem-based Adaptation for Resilient Watersheds and Communities in Malawi (EbAM) project. This position involves a variety of administrative and financial functions that are essential for the smooth operation of the project. The assistant will be responsible for ensuring that the project adheres to FAO guidelines and procedures while facilitating effective communication and coordination among project personnel. The role requires a proactive approach to managing administrative tasks, including human resources planning, financial tracking, and logistical arrangements for meetings and events. The assistant will also be involved in maintaining project documentation and supporting the overall project management process, ensuring that all activities align with the project's goals of building climate resilience in vulnerable communities.

Duties and Responsibilities:
The National Administrative Assistant will have a diverse set of responsibilities, including but not limited to: supporting the formulation and implementation of human resources plans, tracking personnel expenditures, and ensuring adherence to HR budget lines. The assistant will act as the primary point of contact for the EbAM project, managing correspondence and directing queries to the appropriate personnel. Additionally, the role involves making logistical arrangements for meetings, seminars, and events, including preparing necessary documentation and permissions. The assistant will initiate and follow up on administrative and financial actions related to staff management, travel, payments, and procurement. They will also create and manage systems for project file management, calendars, and communication, while performing various administrative duties such as contract extensions and attendance recording. The assistant will be expected to perform other related duties as required to support the project's objectives.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Management, or related fields. A minimum of five years of experience in administration or office support is required. Additionally, candidates must have a working knowledge (level C) of English and Chichewa. Nationality of Malawi is also a requirement for this position. Candidates will be assessed against these minimum requirements to ensure they meet the necessary qualifications for the role.

Educational Background:
The educational background required for this position includes a university degree in Business Administration, Management, or a related field. This educational foundation is essential for understanding the administrative and operational aspects of the role, as well as for effectively managing the various tasks associated with the EbAM project.

Experience:
The position requires a minimum of five years of experience in administration or office support. This experience should ideally include working in environments similar to FAO or other UN agencies, where candidates have developed relevant skills in administrative systems and processes. Experience in managing complex administrative tasks and supporting project operations will be highly valued.

Languages:
Candidates must have a working knowledge (level C) of English and Chichewa. Proficiency in these languages is essential for effective communication within the project team and with stakeholders. Additional language skills may be considered an asset but are not mandatory for this position.

Additional Notes:
The 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.