Administrative Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO), in collaboration with the Ministry of Lands, Housing and Country Planning (MLHCP) and financed by the World Bank, is implementing the project “Innovative Solutions for Land Dispute Resolution in Sierra Leone”. This project aims to strengthen women’s land rights, improve land dispute resolution systems, and promote inclusive land governance. It involves numerous stakeholders and requires strict adherence to FAO and World Bank fiduciary, administrative, and reporting standards.

Job Purpose

The incumbent will provide essential administrative, operational, and coordination support to ensure the efficient and compliant implementation of the project. This role is critical for maintaining smooth project operations, adhering to all FAO and donor requirements, and ensuring proper documentation and reporting. Effective coordination with various stakeholders and implementing partners is also a key objective, contributing to the overall success of the land dispute resolution initiative in Sierra Leone.

Responsibilities

Provide day-to-day administrative support, including establishing and maintaining filing systems, drafting correspondence, and archiving records. Coordinate logistics for workshops, trainings, and meetings, including travel arrangements and DSA processing. Assist with financial processes such as payments and reimbursements, support procurement activities, and maintain expenditure records. Monitor project activities against the workplan, maintain databases, and ensure the accuracy of project documentation. Facilitate communication between FAO, government counterparts, and partners, and support coordination meetings. Manage project databases and contact lists, and support data entry for monitoring. Provide administrative and logistical support for field missions. Ensure adherence to FAO and World Bank rules and requirements, and maintain audit-ready records.

Work Experience

A minimum of 5 years of relevant experience in administrative and operational support is required. Experience in organizing trainings and workshops is also necessary.

Skills

Proficiency in English (level C) is required. Strong knowledge of administrative, financial, and procurement procedures is essential. Ability to support project implementation and field activities, coupled with strong reporting and documentation skills, is crucial. Proficiency in Microsoft Office applications is expected. Experience with donor-funded or international development projects is an asset, as is experience with FAO or UN systems.

Explore related opportunities