Administrative Specialist

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to efficient, inclusive, resilient, and sustainable agrifood systems to improve production, nutrition, the environment, and livelihoods. The Shared Services Centre (SSC) manages and administers processes, ensures quality assurance for transactional processes and service delivery, and aims to enhance customer satisfaction while reducing costs through standardization and automation.

Job Purpose

The Administrative Specialist will provide comprehensive administrative, operational, and coordination support to the SSC Office of the Director and the wider unit. This role is crucial for ensuring efficient service delivery, accuracy, and compliance with organizational procedures. The specialist will assist management by collecting and analyzing data, preparing reports, processing transactions in ERP systems, supporting budget monitoring, and drafting official correspondence, thereby contributing to effective decision-making and streamlined operations within the SSC.

Responsibilities

Provide end-to-end administrative support for recruitment processes within the Shared Services Centre. Offer day-to-day administrative and executive management support, including calendar management, meeting coordination, and document preparation. Facilitate SSC Board and senior management meetings by managing logistics, documentation, and follow-up actions. Liaise with internal SSC units, headquarters, and external stakeholders to ensure effective coordination and information flow. Collect, validate, and analyze data to prepare regular and ad hoc reports for decision-making. Execute and monitor ERP transactions and administrative processes, ensuring accuracy, compliance, and proper record-keeping. Improve administrative processes and workflows, ensuring timely follow-up on requests. Monitor shared mailboxes, draft responses to routine queries, and manage incoming correspondence. Support budget monitoring, procurement, and administrative tracking of expenditures. Assist in organizing trainings, events, and internal activities. Manage office supplies and general office logistics. Perform other duties as required.

Work Experience

A minimum of five years of relevant administrative and office management experience is required. Strong familiarity with administrative processes and organizational procedures is necessary. Experience with MS Office applications and good communication and writing skills are expected.

Skills

Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Functional skills required are attention to detail, ability to maintain accurate records, ability to draft routine correspondence, ability to organize work and meet deadlines, and ability to manage high workloads during peak periods.

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