National Administrative and Logistics Assistant

Organizational Context

The Food and Agriculture Organization (FAO) Country Offices, led by an FAO Representative, aim to support governments in developing policies, programmes, and projects to achieve food security, reduce hunger and malnutrition, and promote sustainable agricultural, fisheries, and forestry sectors. FAO engages in field projects focused on food security, agriculture, and rural development, integrating these efforts within a sustainable food and agriculture framework. FAO in Lao PDR specifically collaborates with the government to prevent and control emerging infectious and zoonotic diseases, working closely with national stakeholders in the animal production and health sector.

Job Purpose

The National Administrative and Logistics Assistant will provide comprehensive administrative, logistical, operational, and office support services. This role is crucial for facilitating the effective implementation of FAO's programme and project activities within the Lao People's Democratic Republic. The incumbent will ensure all activities are conducted in strict compliance with FAO's administrative, financial, procurement, and operational procedures, contributing to the overall efficiency and success of the FAO representation in the country.

Responsibilities

The role involves providing essential administrative and clerical support for programme and project implementation, including drafting, formatting, and filing official documents. Key duties include maintaining organized electronic and hard copy filing systems, managing incoming correspondence and communications, and supporting document reproduction and distribution. The assistant will monitor office supplies, ensure office facilities and equipment are in good working order, and coordinate mail and courier services. Logistical support is a significant component, encompassing the arrangement of meetings, workshops, trainings, and field missions, including travel authorizations, bookings, and visa processing. The role also includes creating vendors and processing payments in the FAO GRMS, compiling supporting documents for financial transactions, and coordinating workshop logistics such as venues and catering. Furthermore, the assistant will support field mission transportation, liaise with service providers, assist with inventory management, and prepare procurement requests. Maintaining procurement and financial records, assisting with cost estimates, and coordinating internal communications and administrative follow-up are also integral to the position.

Work Experience

A minimum of 2 years of experience is required in general project/office administration, operations, procurement, and financial support. Experience in project implementation and administration support within UN agencies is considered an asset.

Skills

Essential skills include a results-focused approach, teamwork, effective communication, and the ability to build relationships. Proficiency in knowledge sharing and continuous improvement is expected. Technical skills require computer literacy, with proficiency in Microsoft Office Word and Excel applications. Experience in project implementation and administration support within UN agencies is considered an asset.

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