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's mission is 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. With 195 Members, including 194 countries and the European Union, FAO operates in over 130 countries worldwide. The organization focuses on providing policy advice, technical assistance, and capacity development to enhance food and agriculture systems globally. FAO Country Offices, including the one in South Sudan, work under corporate guidance to deliver on programmatic priorities aligned with the UN Sustainable Development Cooperation Framework (UNSDCF).

Job Overview:
The Administrative Associate position is crucial for leading and coordinating office and management support functions within the FAO Representation in South Sudan, located in Juba. The incumbent is responsible for ensuring the smooth flow of office work and information by setting priorities and organizing day-to-day operations. This role requires a deep understanding of office policies, procedures, and practices, as well as the ability to provide procedural guidance to managers and staff. The Administrative Associate operates autonomously, demonstrating a high degree of initiative and independent judgment while supervising other office support staff and providing relevant training and guidance. The position also involves maintaining a wide range of contacts with various stakeholders, necessitating excellent communication skills and the ability to handle complex issues effectively.

Duties and Responsibilities:
The Administrative Associate will support the management and administration of financial records and monitoring systems for the office. This includes monitoring project and programme accounts, maintaining imprest accounts, reconciling expenditures, and managing petty cash. The incumbent will coordinate the retrieval, entry, selection, and analysis of data from various sources, ensuring the accuracy of data and documents. Responsibilities also include verifying the availability of funds, composing and finalizing administrative correspondence, maintaining detailed records of budget estimates, and participating in budget proposal consolidation. The role involves initiating and processing human resource activities, responding to inquiries regarding administrative procedures, overseeing vacancy announcements, preparing recurring and special reports on budgetary performance, and maintaining liaison with local banks and financial institutions. The Administrative Associate will also advise staff on administrative and financial matters and support the introduction of new information technologies to streamline office procedures.

Required Qualifications:
Candidates must possess a secondary school education and a minimum of five years of experience in general administration, including human resources, accounting, and office management-related tasks. Proficiency in English at a working knowledge level (C) is mandatory, along with intermediate knowledge (B) 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. Additionally, candidates must be nationals of South Sudan or possess a valid visa or work permit to be eligible for this position.

Educational Background:
The minimum educational requirement for this position is secondary school education. This foundational education is essential for understanding the administrative processes and procedures that the Administrative Associate will be responsible for managing.

Experience:
The position requires a minimum of five years of relevant experience in general administration, which encompasses tasks related to human resources, accounting, and office management. This level of experience is crucial for ensuring that the incumbent can effectively handle the diverse responsibilities associated with the role and contribute to the efficient operation of the FAO office in South Sudan.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. 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 locally recruited. To be eligible, candidates must be nationals of South Sudan or possess a valid visa or work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and the incumbent will be expected to demonstrate competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills required include thorough knowledge of communication and documentation standards, corporate computerized financial systems, and organizational administrative procedures.