National Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations established to lead international efforts aimed at eradicating hunger, improving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security and nutrition, reducing rural poverty, and promoting sustainable management of natural resources. The FAO operates globally, with a mission to support the transformation of agrifood systems to be more efficient, inclusive, resilient, and sustainable. The organization is committed to ensuring that no one is left behind in the pursuit of better production, better nutrition, a better environment, and a better life. The FAO in Papua New Guinea is currently implementing the Green Climate Fund (GCF)-funded project "PNG REDD-plus Results-Based Payments (RBP) for Results Period 2014–2016," which aims to support the government in implementing the PNG National REDD Strategy 2017–202

• This involves strengthening institutional capacity, reducing emissions from deforestation and forest degradation, and promoting sustainable forest management and resilient livelihoods. A Project Management Unit (PMU) will be established to ensure effective planning, coordination, implementation, monitoring, and reporting of project activities in line with FAO and government policies and procedures.

Job Overview:
The National Administrative Assistant will play a crucial role in providing comprehensive administrative and operational support to the Project Management Unit (PMU) of the GCF project. This position is essential for ensuring the smooth and efficient running of the PMU and project team, while also facilitating compliance with FAO rules and procedures. The Administrative Assistant will work under the general supervision of the Project Coordinator and the direct supervision of the International Operations Specialist. The role involves a variety of tasks that include administrative support, financial administration, procurement, human resources, and operational planning. The successful candidate will be expected to maintain accurate records, documentation, and reporting, ensuring that all project activities are implemented efficiently and effectively. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while adhering to deadlines.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: coordinating and providing administrative support to the PMU, ensuring efficient day-to-day project operations; organizing logistical arrangements for meetings, workshops, and other project events; preparing routine administrative correspondence and maintaining project filing systems; retrieving and analyzing data from FAO corporate systems; assisting in maintaining project budget records and financial documentation; preparing and monitoring Purchase Requisitions (PRs); supporting recruitment and onboarding processes; maintaining inventory records; and performing any other related duties as required. The role also involves ensuring compliance with FAO administrative, financial, procurement, travel, and human resources procedures, as well as maintaining confidentiality and handling sensitive information with discretion.

Required Qualifications:
Candidates must possess a university degree or a high school diploma in business or public administration or a related field. Additionally, a minimum of four years of relevant experience in administrative, office management, or operational support functions is required. A working knowledge of English is mandatory, and candidates must be nationals of Papua New Guinea. Familiarity with administrative procedures, procurement processes, and financial management practices of FAO or other international organizations is considered an asset. Strong interpersonal skills and the ability to work effectively with various stakeholders are also essential.

Educational Background:
The position requires a university degree or a high school diploma in business or public administration or a related field. It is important that candidates have their educational qualifications recognized by an accredited institution listed in the World Higher Education Database (WHED).

Experience:
Candidates should have a minimum of four years of relevant experience in administrative, office management, or operational support functions. Experience in providing administrative and operational support in a project or program environment is highly desirable. Familiarity with financial, procurement, travel, and personnel administration is also important.

Languages:
A working knowledge of English is mandatory for this position. Proficiency in additional languages may be considered an asset but is not explicitly required.

Additional Notes:
The FAO does not charge any fees at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. Candidates must be medically fit for appointment and meet any residency or visa requirements. The appointment is subject to security clearances. For additional employment opportunities, candidates can visit the FAO employment website.