Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established to lead international efforts to defeat hunger. Founded in 1945, FAO has grown to include 195 members, comprising 194 nations and the European Union. The organization operates in over 130 countries worldwide, focusing on achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensuring that people have regular access to sufficient high-quality food to lead active, healthy lives. FAO's mission is to eradicate hunger, food insecurity, and malnutrition, and it works through partnerships and resources to provide technical assistance, develop capacities, and deliver core services while adhering to international standards of accountability. FAO Country Offices advocate for policies and investments in food and agriculture, provide technical assistance, and ensure effective operations aligned with the UN Sustainable Development Cooperation Framework.

Job Overview:
The Administrative Assistant plays a crucial role in coordinating and performing a wide range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the FAO Representation in Lilongwe, Malawi. This position is vital for maintaining the quality and consistency of office workflows and information management within the work unit. The Administrative Assistant operates independently, making decisions on work priorities and exercising initiative in handling cases without precedents. The role involves close collaboration with colleagues across various divisions and regions, as well as with central units and external clients, to provide procedural guidance and information. The incumbent is expected to maintain financial records, monitor systems, and ensure compliance with operational expenditures, thereby contributing to the overall effectiveness of the office.

Duties and Responsibilities:
The Administrative Assistant is responsible for a comprehensive set of duties that include maintaining financial records and monitoring office systems, managing petty cash, reconciling expenditures, and preparing correspondence related to administrative and financial matters. The incumbent will retrieve, enter, select, and analyze data from various sources, ensuring the accuracy of documents and calculations. Responsibilities also include verifying the availability of funds, preparing financial data for budget estimates, and maintaining local inventory records. The Administrative Assistant will liaise with local banks and financial institutions, support the administration of personnel and equipment, and streamline office procedures and practices. Additionally, the role requires maintaining a filing system for administrative and financial documents and performing other related duties as required.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of four years of experience in administrative, accounting, and office management roles. A strong working knowledge of English (proficiency - level C) is mandatory, along with very good knowledge of MS Office applications and office technology equipment. The position requires candidates to be nationals of Malawi or possess an existing visa/work permit, residing within commuting distance of the duty station at the time of application. Competencies such as results focus, teamwork, communication, and building effective relationships are essential, along with technical skills in communication and documentation standards, and knowledge of corporate financial and administrative procedures.

Educational Background:
The minimum educational requirement for this position is secondary school education. However, candidates with a degree in Business Administration, transport and logistics management, or a related field are considered to have a desirable qualification that enhances their candidacy. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, is also highly valued.

Experience:
The position requires a minimum of four years of relevant experience in administrative, accounting, and office management roles. This experience should demonstrate the candidate's ability to manage office support services effectively and contribute to the overall output of the work unit. Candidates should also have experience in handling financial records and administrative tasks in a professional environment.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, having intermediate proficiency (level B) in one of the other working languages of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is considered a desirable qualification that can enhance the candidate's profile.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be nationals of Malawi or possess an existing visa/work permit. The role is expected to be full-time, and candidates must reside within commuting distance of the duty station at the time of application. The job entails a significant level of responsibility and requires the incumbent to work independently while also collaborating with various stakeholders to ensure the efficient delivery of office support services.