Administrative Specialist

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an international organization that 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. Established in 1945, FAO has a mission to eliminate hunger, food insecurity, and malnutrition, making agriculture, forestry, and fisheries more productive and sustainable. The organization operates in over 130 countries and employs thousands of staff members worldwide, working collaboratively with governments, civil society, and the private sector to transform agrifood systems and promote sustainable development. FAO's Shared Services Centre (SSC) plays a crucial role in supporting these efforts by providing essential administrative and operational services.

Job Overview:
The Administrative Specialist position is designed to provide comprehensive administrative, operational, and coordination support to the Shared Services Centre (SSC) Office of the Director and the wider unit. The role is pivotal in ensuring efficient service delivery, accuracy, and compliance with organizational procedures. The Administrative Specialist will support management by collecting and analyzing data, preparing reports, processing transactions in ERP systems, and assisting in budget monitoring and financial tracking activities. This position is essential for effective decision-making and streamlined operations within the organization, contributing to the overall mission of FAO to enhance agrifood systems and improve the quality of life for people globally.

Duties and Responsibilities:
The Administrative Specialist will be responsible for a variety of tasks that include: providing day-to-day administrative support to the SSC Head Office, including executive management support such as calendar management, meeting coordination, and document preparation; supporting SSC Board and senior management meetings by handling logistics, documentation, and follow-up; liaising with SSC units, headquarters, and external stakeholders to ensure effective coordination and information flow; collecting, validating, and analyzing data to prepare regular and ad hoc reports that support decision-making; executing and monitoring ERP transactions and administrative processes to ensure accuracy, compliance, and proper record-keeping; improving administrative processes and workflows to ensure timely follow-up on requests; monitoring ServiceNow and shared mailboxes, drafting responses to routine queries, and managing incoming correspondence; supporting budget monitoring, procurement, and administrative tracking of expenditures; assisting in organizing trainings, events, and internal activities; managing office supplies and supporting general office logistics; and performing other duties as required.

Required Qualifications:
Candidates must meet the following minimum requirements: a high school diploma is required, while a university degree or technical diploma is considered an asset; a minimum of five years of relevant administrative and office management experience is necessary, with a strong familiarity with administrative processes and organizational procedures; candidates must possess a working knowledge (level C) of English; and candidates must be nationals of Hungary or residents of the country with a valid work permit. Additionally, candidates should demonstrate functional skills such as attention to detail, the ability to maintain accurate records, the ability to draft routine correspondence in English, the ability to organize their own work, set priorities, and meet deadlines, and the ability to cope with increased workloads during peak periods.

Educational Background:
The educational background required for this position includes a high school diploma as a minimum requirement. A university degree or technical diploma is considered an asset, indicating that while a secondary education is essential, further education in a relevant field may enhance a candidate's qualifications and competitiveness for the role.

Experience:
The position requires a minimum of five years of relevant administrative and office management experience. This level of experience is crucial as it ensures that the candidate is well-versed in the necessary administrative processes and organizational procedures, which are vital for the effective execution of the duties associated with the role.

Languages:
The mandatory language requirement for this position is a working knowledge (level C) of English. This proficiency is essential for effective communication and documentation within the organization. While not explicitly stated, additional language skills may be beneficial and could enhance a candidate's profile, especially in a multicultural environment like FAO.

Additional Notes:
The position offers a consultancy-based personal services agreement (PSA) contract, initially for a duration of 11 months, with the possibility of extension. It is important for candidates to hold the right to reside and work in Hungary at the time of application. This role is full-time and involves working closely with various stakeholders within the organization, contributing to the overall mission of FAO.