Junior Administrative Support Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international 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 has a mission to help eliminate hunger, food insecurity, and malnutrition, and to ensure that all people have regular access to enough high-quality food to lead active, healthy lives. The organization operates in over 130 countries and has a workforce of approximately 12,000 employees. FAO's work is guided by the 2030 Agenda for Sustainable Development, which aims to transform agri-food systems to be more efficient, inclusive, resilient, and sustainable. The Regional Office for Europe and Central Asia, located in Budapest, Hungary, plays a crucial role in coordinating FAO's policy and technical assistance to member countries in the region, preparing for the biennial FAO Regional Conference for Europe, and overseeing various administrative functions.

Job Overview:
The Junior Administrative Support Assistant is responsible for coordinating and executing various administrative tasks related to the hiring of both international and national affiliate workforce. This role involves processing official duty travels within the Global Resource Management System (GRMS) while adhering to FAO's rules and regulations. The incumbent will work under the supervision of the Human Resources Assistant and collaborate closely with the regional Administration team. The position requires a proactive approach to ensure compliance with standards, effective communication with candidates, and the management of recruitment processes. The role also emphasizes the importance of maintaining confidentiality and handling sensitive information with discretion, as well as promoting a respectful and harmonious work environment aligned with FAO's values.

Duties and Responsibilities:

• Develop and/or review Terms of Reference for affiliate workforce, ensuring compliance with current standards and regulations.
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
• Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
• Manage the complete cycle of contracts for national and international affiliate workforce in GRMS, ensuring the collection and verification of required documentation and compliance with FAO’s rules and regulations.
• Supervise the validity of contracts for national and international affiliate workforce and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
• Provide administrative support, including staff recruitment, staff development, and other HR-related functions. Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization's values and commitments.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other administrative tasks as required.

Required Qualifications:
The ideal candidate should possess strong organizational skills, attention to detail, and the ability to work collaboratively within a team. Proficiency in using various office software and systems is essential, along with a solid understanding of administrative processes. The candidate should demonstrate effective communication skills, both written and verbal, and the ability to manage multiple tasks efficiently. A commitment to upholding FAO's values and principles is crucial, as well as a willingness to learn and adapt to new challenges in a dynamic work environment.

Educational Background:
A minimum of a secondary school diploma is required, with additional qualifications in human resources, administration, or a related field being advantageous. Relevant certifications or training in administrative support or human resources management would be beneficial for this position.

Experience:
Candidates should have at least one year of relevant experience in administrative support or human resources functions. Experience working in an international organization or within the UN system is highly desirable. Familiarity with recruitment processes and contract management will be considered an asset.

Languages:
Fluency in English is mandatory, while knowledge of other languages, particularly Hungarian, is considered an advantage. Proficiency in additional languages relevant to the region may also be beneficial.

Additional Notes:
The initial contract is issued upon the start of the assignment for the period indicated above, with the possibility of extension depending on the continuation of the mandate, availability of funding, operational necessity, and satisfactory performance. However, there is no expectancy of renewal of the assignment. The position is classified as a UN Volunteer role, and the entitlements and allowances provided are designed to enable volunteers to maintain a secure standard of living in line with United Nations standards. Monthly living allowance is approximately HUF 559,800, with additional benefits including a one-time entry lump sum payment, exit allowance, medical and life insurance, and various leave entitlements. Volunteerism is understood as a wide range of activities undertaken of free will, for the general public good, for which monetary reward is not the principal motivating factor.