Administrative Assistant

Organizational Context

The Food and Agriculture Organization (FAO) office in Yemen is dedicated to advancing food security, agriculture, fisheries, forestry, and rural development across the nation. It collaborates with governmental bodies, development partners, and other stakeholders to foster sustainable development and humanitarian aid. The Administrative Assistant role, based in Sana'a, is crucial for providing essential administrative, logistical, and operational support to ensure the office functions efficiently and adheres to FAO's administrative standards and requirements.

Job Purpose

The Administrative Assistant is responsible for delivering comprehensive administrative, procurement, logistics, and office support services. This role ensures the smooth and efficient processing of all administrative transactions, maintaining strict compliance with FAO's established rules, regulations, policies, and procedures. The position is vital for the operational effectiveness of the FAO office in Yemen, supporting its mission to address critical development and humanitarian needs in the region.

Responsibilities

The Administrative Assistant will provide essential administrative and clerical support, managing organized physical and electronic filing systems for records and correspondence. Responsibilities include receiving, recording, and routing administrative communications, and assisting in data compilation for procurement plans and reports. The role involves preparing and tracking Purchase Requests, requisitions, and deliveries, and providing logistical support for meetings and events. Additionally, the Assistant will aid in preparing payment documentation, managing petty cash, and maintaining records of contracts, payments, and inventory. Office maintenance coordination and support for guest house facilities are also key duties, alongside performing other assigned administrative tasks.

Work Experience

A minimum of three years of relevant experience in office administration or a related field is necessary. Experience in international humanitarian organizations or travel/accommodation companies is considered an asset.

Skills

Key skills include strong results focus, teamwork, effective communication, and relationship building. The ability to share knowledge and engage in continuous improvement is important. Proven experience in travel and administrative tasks, strong interpersonal and negotiation skills, and analytical capabilities are valued. The candidate must demonstrate the ability to plan, organize, implement, and report effectively, with excellent written and verbal communication skills in English. Adaptability to work under pressure and in challenging environments, maintaining confidentiality, and taking initiative are essential.

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