Administrative Associate

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 and has a workforce of more than 12,000 employees. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, focusing on developing policies, programs, and projects that promote security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security and sustainable management of natural resources.

Job Overview:
The Administrative Associate position is crucial for the effective functioning of the FAO Representation in South Sudan, specifically in Juba. The role involves leading and coordinating office management support functions, ensuring the smooth flow of office work and information. The incumbent is expected to have a deep understanding of office policies and procedures, providing guidance to managers and staff. This position requires a proactive approach to managing day-to-day operations, with an emphasis on maintaining high standards of service delivery and communication within the organization. The Administrative Associate will work autonomously, demonstrating initiative and independent judgment while supervising other office support staff and providing necessary training and guidance.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include managing and administering financial records and monitoring systems for the office, ensuring that project and program accounts are accurately maintained. The incumbent will be responsible for reconciling expenditures and managing petty cash, as well as coordinating the retrieval and analysis of data from various sources. They will verify the availability of funds, ensure compliance with approved budgets, and compose administrative correspondence. Additionally, the role involves maintaining detailed records of budget estimates, participating in budget proposal consolidation, and overseeing human resource activities such as recruitment. The Administrative Associate will respond to inquiries regarding administrative procedures, prepare financial reports, monitor government contributions, and maintain relationships with local banks. The position also requires advising staff on administrative matters and supporting the introduction of new technologies to streamline office procedures.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of five years of experience in general administration, including human resources, accounting, and office management tasks. Proficiency in English at a working knowledge level (C) is mandatory, along with intermediate knowledge of another official FAO language such as Arabic, Chinese, French, Russian, or Spanish. Candidates should also have very good knowledge of MS Office applications and office technology equipment.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding the administrative and operational tasks required in the role.

Experience:
The position requires at least five years of relevant experience in general administration. This experience should encompass a range of tasks including human resources management, accounting, and office management-related duties, demonstrating the candidate's capability to handle the responsibilities of the Administrative Associate effectively.

Languages:
A working knowledge of English is mandatory, with proficiency at level C. Additionally, candidates should have intermediate knowledge (level B) of another official FAO language, which could include Arabic, Chinese, French, Russian, or Spanish. This multilingual capability is important for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be nationals of South Sudan or possess a valid visa or work permit to be eligible for recruitment. The role is based in Juba, and candidates must reside within commuting distance of the duty station at the time of application. This ensures that staff can travel daily between their residence and workplace. The position is full-time, and the incumbent will be expected to demonstrate competencies such as results focus, teamwork, communication, and building effective relationships. Technical skills in financial systems and organizational procedures are also essential for success in this role.