Administrative Support

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 currently implementing the EU-funded Oil Palm Value Chain Improvement Project (GCP/SIL/066/EC) in Sierra Leone, which targets increased productivity, improved processing, strengthened farmer organizations, and enhanced market access for approximately 43,000 farm families across multiple districts. The project involves large-scale procurement and distribution, multiple implementing partners, extensive field operations and trainings, and strict compliance with FAO and EU donor requirements.

Job Overview:
The Administrative Support position is crucial for the successful implementation of the Oil Palm Value Chain Improvement Project. The incumbent will provide comprehensive administrative, logistical, and documentation support to ensure smooth execution of project activities while adhering to FAO and EU procedures. This role requires a proactive approach to managing various administrative tasks, including maintaining structured filing systems, drafting correspondence, and ensuring proper archiving of project documentation. The incumbent will also coordinate logistics for trainings, stakeholder meetings, and field missions, ensuring that all activities are well-documented and compliant with donor requirements. The position demands effective communication and coordination with project teams, implementing partners, and stakeholders to facilitate project operations and enhance collaboration across various components of the project.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Providing day-to-day administrative support to the project team, including establishing and maintaining structured filing systems (both electronic and physical).
• Drafting, formatting, and processing correspondence, memos, and reports, ensuring proper archiving of project documentation such as contracts and approvals.
• Supporting the organization of trainings, capacity-building sessions, and stakeholder meetings, including coordinating travel arrangements and preparing attendance sheets and meeting minutes.
• Assisting in processing payments, advances, reimbursements, and field activity liquidations, ensuring completeness and accuracy of supporting documentation.
• Supporting budget tracking and expenditure monitoring, as well as assisting in reconciliation processes and follow-up of pending transactions.
• Assisting in the preparation of purchase requests and procurement documentation, following up on procurement processes and maintaining records of procurement actions and contracts.
• Facilitating communication between FAO, implementing partners, and stakeholders, tracking correspondence, and ensuring timely follow-up.
• Supporting the preparation of administrative and operational inputs for reports, maintaining updated databases on trainings, beneficiaries, and project activities.
• Providing administrative and logistical support for field missions and ensuring proper documentation of field activities. 1
• Ensuring compliance with FAO and EU donor requirements and maintaining audit-ready documentation and records.

Required Qualifications:
The position requires a minimum of a Bachelor’s degree in Business Administration, Public Administration, Management, or a related field. Candidates must have at least 5 years of relevant experience in administration, operations, or project support. A working knowledge of English at proficiency level C is mandatory, and candidates must be nationals of Sierra Leone. Additionally, candidates should possess strong administrative and organizational skills, knowledge of procurement and financial procedures, experience in logistics and event coordination, and strong documentation and reporting skills. Proficiency in Microsoft Office applications is also required, along with the ability to work in a fast-paced, multi-stakeholder environment.

Educational Background:
Candidates must hold a Bachelor’s degree in Business Administration, Public Administration, Management, or a related field. 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). This ensures that the educational background of candidates meets the standards set by international educational authorities.

Experience:
Candidates should have a minimum of 5 years of relevant experience in administration, operations, or project support. Experience in donor-funded projects, particularly those funded by the EU, is highly desirable. Familiarity with FAO or UN systems is considered an advantage, as it demonstrates an understanding of the operational and compliance requirements associated with international organizations.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. This proficiency level indicates that candidates should be able to understand and communicate effectively in English, both verbally and in writing. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly if they are relevant to the local context or the stakeholders involved in the project.

Additional Notes:
The FAO does not charge a fee at any stage of the recruitment process, including application, interview, and processing. Applications received after the closing date will not be accepted. Candidates should be aware that appointment will be subject to certification of medical fitness, accreditation, residency or visa requirements, and security clearances. For additional employment opportunities, candidates can visit the FAO employment website. The position may involve full-time engagement, and candidates should be prepared for the responsibilities associated with working in a dynamic and multi-stakeholder environment.