Project Operations and Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (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. The FAO is committed to promoting sustainable agricultural practices and improving nutrition, particularly in vulnerable communities. The organization is currently implementing the Livelihood Enhancement and Economic Diversification (LEED) Programme in Papua New Guinea, which is part of the UN Highlands Joint Programme Phase 2 (HJP2).

Job Overview:
The Project Operations and Administrative Assistant will play a crucial role in supporting the LEED Programme, which targets vulnerable communities in the Highlands Region of Papua New Guinea. This position involves providing essential operational and administrative support to ensure the smooth implementation of the programme. The incumbent will be responsible for logistics coordination, procurement support, travel arrangements, financial administration, and general office management. The role requires a proactive approach to facilitate efficient field-level implementation and may involve supporting other FAO PNG projects as operational needs arise. The position is based in various locations in Papua New Guinea to enable effective coordination across the target provinces, including Enga, Hela, Southern Highlands, and the National Capital District.

Duties and Responsibilities:
The duties and responsibilities of the Project Operations and Administrative Assistant include:

• Logistics and Operations Support: Coordinate transportation and logistics for field activities, manage vehicle hire, fuel management, and driver coordination for field visits. Organize logistics for workshops, training sessions, stakeholder meetings, and field missions, including venue booking, catering, equipment setup, and participant coordination. Manage the movement of project inputs, equipment, and materials to demonstration sites and cooperative groups. Maintain inventory records of project assets and conduct periodic physical verification. Coordinate with service providers and suppliers for timely delivery of goods and services. Support security coordination and ensure compliance with UN security protocols for field travel.
• Procurement Support: Assist in the preparation of procurement requests and documentation following FAO procedures. Obtain quotations from suppliers, assist in bid evaluation, and prepare comparative analysis. Follow up on purchase orders and maintain procurement files in accordance with FAO requirements.
• Financial and Administrative Support: Assist in processing payment requests and maintain petty cash records. Support budget monitoring by tracking expenditures against budget lines. Prepare and process travel authorizations and claims for project staff. Maintain organized filing systems for project documents.
• Office Management: Manage day-to-day office operations, handle correspondence, schedule meetings, and provide reception support for visitors.
• Coordination Support: Liaise with provincial government offices and support coordination with ILO and UNCDF partners. Maintain stakeholder contact databases and assist in organizing meetings.

Required Qualifications:
The minimum requirements for this position include: Completion of secondary education (Grade 12) is required. A Diploma or Certificate in Business Administration, Office Management, Accounting, Logistics, or a related field is desirable. A university degree in business administration, operations, accounting, finance, logistics, or a relevant field is an asset. A minimum of two (2) years of relevant experience in administrative, logistics, or operations support roles is required. Working knowledge of English (written and spoken) is required, along with fluency in Tok Pisin. Knowledge of local Highlands languages (Enga, Huli, Mendi, etc.) is an advantage. Candidates must be nationals of Papua New Guinea.

Educational Background:
Candidates must have completed secondary education (Grade 12) as a minimum requirement. A Diploma or Certificate in Business Administration, Office Management, Accounting, Logistics, or a related field is desirable. A university degree in business administration, operations, accounting, finance, logistics, or a relevant field is considered an asset and may enhance the candidate's qualifications for the position.

Experience:
Candidates should have a minimum of two (2) years of relevant experience in administrative, logistics, or operations support roles. Experience in procurement processes and financial administration is advantageous. Familiarity with development projects, UN agencies, international organizations, or NGOs is highly desirable. Experience working in remote or challenging environments, particularly in the Highlands region, is also beneficial.

Languages:
The mandatory languages for this position include working knowledge of English (both written and spoken) and fluency in Tok Pisin. Knowledge of local Highlands languages such as Enga, Huli, and Mendi is considered an advantage and may enhance communication with local communities.

Additional Notes:
The FAO does not charge a fee at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. FAO only considers higher educational qualifications obtained from accredited institutions recognized in the World Higher Education Database (WHED). The appointment will be subject to certification that the candidate is medically fit for appointment, and compliance with any residency or visa requirements, as well as security clearances. This position may involve full-time work and is focused on supporting the LEED Programme and potentially other FAO PNG projects.