FAO Administrative Specialist

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an international organization that leads global efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO works in over 130 countries, employing thousands of professionals dedicated to achieving the 2030 Agenda for Sustainable Development. The organization focuses on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, ensuring better production, nutrition, environment, and quality of life for all, while leaving no one behind. The Shared Services Centre (SSC) within FAO plays a crucial role in managing process management and procedures, ensuring quality assurance, and enhancing customer satisfaction through continuous improvement and service excellence.

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. This role is pivotal in ensuring efficient service delivery and compliance with organizational procedures. The Administrative Specialist will be responsible for collecting and analyzing data, preparing reports, processing transactions in ERP systems, and supporting budget monitoring and financial tracking activities. Additionally, the role involves drafting official correspondence for review, which contributes to effective decision-making and streamlined operations within the organization. The position is consultancy-based under a personal services agreement (PSA) for an initial duration of 11 months, with the possibility of extension, and requires the candidate to have the right to reside and work in Hungary at the time of application.

Duties and Responsibilities:
The Administrative Specialist will undertake a variety of tasks, including but not limited to: providing day-to-day administrative support to the SSC Head Office, managing executive calendars, coordinating meetings, and preparing documents. The role also involves supporting SSC Board and senior management meetings by handling logistics, documentation, and follow-up actions. The Specialist will liaise with various SSC units, headquarters, and external stakeholders to ensure effective coordination and information flow. Responsibilities include collecting, validating, and analyzing data to prepare regular and ad hoc reports that aid in decision-making. The Specialist will execute and monitor ERP transactions and administrative processes, ensuring accuracy and compliance with record-keeping standards. Additionally, the role requires monitoring ServiceNow and shared mailboxes, drafting responses to routine queries, managing incoming correspondence, and supporting budget monitoring, procurement, and administrative tracking of expenditures. The Specialist will also assist in organizing trainings, events, and internal activities, manage office supplies, and support general office logistics, while 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, along with a strong familiarity with administrative processes and organizational procedures. Candidates must also possess a working knowledge (level C) of English and must be nationals of Hungary or residents of the country with a valid work permit.

Educational Background:
The position requires at least a high school diploma, with a university degree or technical diploma being advantageous. This educational background is essential for understanding the administrative and operational tasks associated with the role, as well as for effective communication and coordination within the organization.

Experience:
The ideal candidate should have a minimum of five years of relevant administrative and office management experience. This experience should include a strong familiarity with administrative processes and organizational procedures, which are critical for the effective execution of the duties associated with the Administrative Specialist role.

Languages:
A working knowledge of English (level C) is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication with diverse stakeholders and contributing to the effectiveness of the role.

Additional Notes:
The position is offered under a consultancy-based personal services agreement (PSA) contract, initially for 11 months, with the possibility of extension. Candidates must have the right to reside and work in Hungary at the time of application. The role is full-time and involves a variety of administrative tasks that require attention to detail, strong organizational skills, and the ability to manage multiple priorities effectively.