National Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations 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 promote sustainable agriculture and the sustainable management of natural resources. The organization operates in over 130 countries and employs thousands of individuals worldwide, working collaboratively to ensure that people have regular access to enough high-quality food to lead active, healthy lives. FAO Papua New Guinea (PNG) specifically focuses on supporting program and project delivery through effective country-office management and operational support, addressing the unique challenges faced in the region.

Job Overview:
The National Administrative Assistant plays a crucial role in providing executive, administrative, and protocol support to the Head of Office at FAO PNG. This position is essential for ensuring the effective administrative and operational functioning of FAO PNG across its diverse program and project portfolio. The incumbent will be responsible for managing the Head of Office's calendar, correspondence, and travel arrangements, as well as providing logistical support for events and meetings. The role requires a proactive approach to problem-solving and the ability to work under pressure while maintaining a high level of confidentiality and professionalism. The National Administrative Assistant will also liaise with various stakeholders, both internal and external, to facilitate smooth communication and coordination of activities.

Duties and Responsibilities:
The duties and responsibilities of the National Administrative Assistant include but are not limited to: providing comprehensive administrative, secretarial, and clerical support to the Head of Office; managing the Head of Office’s calendar and scheduling meetings; preparing agendas and taking minutes; screening and managing correspondence; acting as a focal point for communications; arranging transport and official protocol for the Head of Office; coordinating travel logistics; maintaining organized filing systems; providing clerical support such as scanning and photocopying; coordinating logistics for workshops and meetings; assisting with financial administration and tracking expenditures; maintaining records of office assets and supplies; supporting day-to-day office management; and performing other related duties as assigned by the Head of Office.

Required Qualifications:
Candidates must possess a university degree in Business Management, Business Administration, or a related field. A minimum of five years of relevant experience in a personal assistant, executive support, or administrative role is required. Experience in supporting program/project operations, procurement, finance, or logistics is considered an advantage. Relevant administrative and program support experience is also an asset. Candidates should have strong interpersonal and teamwork skills, excellent written and oral communication skills in English, and proficiency in standard office software such as Microsoft Word, Excel, and Outlook.

Educational Background:
The educational background required for this position includes a university degree in Business Management, Business Administration, or a related field. This educational foundation is essential for understanding the complexities of administrative functions and supporting the operational needs of FAO PNG effectively.

Experience:
The position requires at least five years of relevant experience in a personal assistant, executive support, or administrative role. Candidates with experience in program/project operations, procurement, finance, or logistics will have an advantage. Familiarity with the workings of development projects, UN agencies, international organizations, or NGOs is desirable, as is experience in a multicultural environment.

Languages:
A working knowledge of English is mandatory for this position. Candidates must be nationals of Papua New Guinea or residents with a valid work permit. Knowledge of Tok Pisin is considered an advantage, as it may facilitate communication with local stakeholders and enhance the effectiveness of the role.

Additional Notes:
This position is full-time and may involve working under pressure to meet deadlines. The role requires a high level of discretion and the ability to handle confidential information. The National Administrative Assistant will be expected to coordinate with various stakeholders, including government and partner organizations, and may be involved in international recruitment processes. Compensation and benefits will be aligned with FAO standards, and the successful candidate will be part of a dynamic team dedicated to improving food security and nutrition in Papua New Guinea.