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 a mission to help eliminate hunger, food insecurity, and malnutrition. The organization works in over 130 countries, employing thousands of staff members who are dedicated to improving agricultural productivity, enhancing security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, and promoting sustainable management of natural resources. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, ensuring that agricultural practices are environmentally sound and socially responsible.

Job Overview:
The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the FAO Representation in Mogadishu, Somalia. This position involves performing a variety of routine administrative transactions and office support functions that are essential for the effective functioning of the work unit. The Administrative Assistant is expected to act independently in routine matters while receiving guidance from professional staff. The role requires interaction with a diverse range of colleagues and clients within the organization, providing essential administrative and office support services. The incumbent will be responsible for data management, financial record-keeping, and maintaining compliance with FAO's rules and regulations, all of which contribute to the overall success of the organization's mission in the region.

Duties and Responsibilities:
The Administrative Assistant will be tasked with a comprehensive set of duties that include retrieving, entering, selecting, and analyzing data from various sources, ensuring the accuracy of documents, and performing necessary calculations. The role involves assembling and reviewing documentation for processing affiliate workforce, travel, or financial actions in FAO's corporate systems, while ensuring compliance with organizational regulations. The incumbent will maintain imprest accounts, reconcile expenditures, and assist in preparing reports by editing data in the required format. Additionally, the Administrative Assistant will maintain detailed records of budget estimates, obligations, and balances, manage petty cash disbursements, and prepare routine administrative correspondence. The position also requires maintaining local inventory records, liaising with local banks for financial updates, and supporting personnel administration and HR-related duties. The Administrative Assistant will perform other related duties as required, contributing to the timely and efficient delivery of office support services.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of three years of experience in administrative and office support work. Proficiency in English at a working knowledge level (level C) is mandatory. Candidates should also have good knowledge of MS Office applications, internet usage, and office technology equipment. The ability to use accounting software and other information systems for data management and reporting is essential. Candidates must be nationals of Somalia or possess a valid visa or work permit to be eligible for this position.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is critical for performing the various administrative tasks and responsibilities associated with the role of Administrative Assistant.

Experience:
The position requires candidates to have at least three years of relevant experience in administrative and office support work. This experience should demonstrate the ability to manage office functions effectively and efficiently, ensuring that all administrative tasks are completed in a timely manner.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, having a working knowledge of the local language, Somali, is considered a desirable qualification that can enhance communication and effectiveness in the role.

Additional Notes:
This position is classified under the General Service Staff category, which means that candidates must be recruited locally. To be eligible, candidates must be nationals of Somalia or possess a valid work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and the successful candidate will be expected to contribute to the FAO's mission in Somalia, focusing on improving food security and sustainable agricultural practices.