Administrative Associate

Organizational Context

The Food and Agriculture Organization (FAO) Country Offices, led by FAO Representatives, aim to assist governments in developing policies, programs, and projects to achieve food security, reduce hunger and malnutrition, and promote sustainable agricultural, fisheries, and forestry sectors. The FAO Representation in South Sudan operates within this framework, focusing on agriculture, livestock, fisheries, natural resource management, and food information systems. The office manages projects funded by humanitarian, transitional, and development sources and maintains a presence across 10 states and 3 administrative areas.

Job Purpose

The Administrative Associate is responsible for leading and coordinating the office and management support functions within the FAO Representation in South Sudan. This role ensures the efficient workflow and information management by setting priorities and organizing daily tasks. The incumbent must possess a deep understanding and ability to interpret office policies, procedures, and practices. They will provide essential procedural guidance to managers and staff within the department or location, contributing to the overall operational effectiveness and smooth functioning of the office. This position requires initiative and independent judgment in managing administrative operations.

Responsibilities

The Administrative Associate will manage and administer financial records and monitoring systems, including monitoring project and program accounts, maintaining imprest accounts, and reconciling expenditures. They will handle petty cash and manage financial data for budget proposals and planning. The role involves retrieving, entering, and analyzing data from various sources, verifying accuracy, and performing necessary calculations. Responsibilities include verifying fund availability, ensuring expenditures align with approved budgets, and managing all committing documents. The incumbent will compose and finalize administrative correspondence, respond to inquiries, and provide guidance on administrative and financial matters. Additionally, they will oversee human resource administration, including recruitment processes, and ensure adherence to FAO rules. The role also involves preparing financial reports, monitoring contributions, and liaising with local banks. Streamlining procedures and introducing new technologies are also key functions.

Work Experience

A minimum of five years of experience in general administration is required. This experience should encompass human resources, accounting, and office management-related tasks. Experience with corporate computerized financial, travel, and Human Resources systems is also necessary. Familiarity with organizational structure, administrative procedures, policies, and protocol is expected.

Skills

Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Technical skills required are a thorough understanding of communication and documentation standards, corporate computerized financial/travel/Human Resources systems, and organizational procedures. Desirable qualifications include a strong grasp of financial/accounting/budgeting activities and relevant travel policies, rules, and regulations, as well as corporate travel systems.

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