Administrative Assistant

1 month ago

Pretoria, South Africa FAO Full time

Reporting Lines

Under the overall supervision of the Assistant FAOR and the direct supervision of the VPP Project Country Coordinator and Assistant Coordinator. Technical Focus Assist in providing administrative support during implementation of the project activities and liaising with AHT trainees, mentors, and workshop attendees. Tasks and responsibilities •Provide administrative support to ensure timely implementation of project activities.•Handle travel arrangements for all in country missions and support processing of travel claims.•Proofread documents, prepare draft letters (notice of selection, invitations etc.) in accordance with FAO guidelines.•Assist in all activities related to the preparation and organization of meetings & workshops, supporting all logistical aspects. •Support the liaison with AHTs, mentors and workshop attendees with respect to travel and data re-imbursements. •Maintain effective delivery follow-ups control tracking the delivery of goods and services. •Support preparation of Casual Labour contracts for reimbursement of AHTs during work placements.•Track completion of work placements.•Assist in monitoring budget and project expenses.•Support updating of project archives in the SharePoint.•Support the project team in resolution of administrative matters.•Undertake other related duties and duty missions when required. CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Minimum Requirements •University degree in administration or equivalent.•At least one year of relevant experience assisting project implementation and administration.•Working knowledge of English (Level C) and limited knowledge of a second national language.•National of South Africa or resident of the country with valid work permit. FAO Core Competencies •Results Focus•Teamwork•Communication•Building Effective Relationships•Knowledge Sharing and Continuous Improvement Technical/Functional Skills •Good knowledge of FAO or united national operations procedures is desirable.•Competent in using Microsoft Office, Excel, formatting in Word•Ability to work under pressure and meet deadlines.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing). Applications received after the closing date will not be accepted. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. For other issues, visit the FAO employment website: Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

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