Temporary Administrative Assistant

Organizational Context

The FAO Liaison Office in Japan, located in Yokohama, plays a crucial role in facilitating information exchange and fostering collaboration between FAO and Japan on global food security and nutrition. The office actively engages with government officials, national and international organizations, NGOs, academic institutions, private sector entities, and the public to disseminate information about FAO's activities and the global food and agriculture situation, thereby raising public awareness.

Job Purpose

The primary purpose of this role is to effectively manage and execute daily administrative and financial tasks within the FAO Liaison Office in Japan. This involves supporting the office's operational efficiency and contributing to its objectives of facilitating information exchange and promoting collaboration. The position requires a proactive approach to handling diverse administrative duties and ensuring smooth day-to-day operations, aligning with the office's mission to raise awareness about FAO's work.

Responsibilities

Manage the supervisor’s schedule, appointments, and communications, including sensitive correspondence. Organize and support meetings, trainings, and events, ensuring accurate minutes and follow-up on action items. Handle and process correspondence, draft responses, and ensure the quality control of documents for format, grammar, and style. Perform administrative tasks related to HR, contracts, leave, and budget, coordinating with other units for seamless operations. Support the hiring plan for affiliate workforce, developing and reviewing Terms of Reference, and managing the publication of vacancy announcements. Oversee the complete contract cycle for affiliate workforce in the GRMS, ensuring documentation is collected and verified. Supervise contract validity and coordinate renewals or terminations. Provide administrative support for consultant payments and related tasks. Maintain confidentiality and handle sensitive information discreetly. Conduct research and prepare reports, compiling data and background materials. Coordinate and support office staff, including task allocation and training. Maintain filing systems and office tools, improving procedures and information platforms as needed.

Work Experience

One year of relevant experience in administration, finance, international relations, or other fields pertinent to the work of FAO. Familiarity with main MS Office applications is required. Demonstrated ability to communicate and work effectively within a team is essential.

Skills

Results Focus, Teamwork, Communication, Building Effective Relationships, Knowledge Sharing and Continuous Improvement. Proficiency in administrative and financial tasks. Strong organizational and multitasking abilities. Familiarity with MS Office applications. Ability to communicate and collaborate effectively in a team environment. Excellent language skills in English and Japanese.

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