Administrative Assistant (Internal Control)

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is committed to environmental sustainability, integrating it into its strategic objectives and operations. The Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand, leads FAO's regional response to priorities in food security, agriculture, and rural development. RAP ensures a multidisciplinary approach, identifies regional action areas, and oversees FAO's strategic response in collaboration with headquarters. It also advises on incorporating regional priorities into the Programme of Work and Budget and implements approved regional programmes and projects.

Job Purpose

The Administrative Assistant (Internal Control) plays a crucial role in ensuring the smooth and efficient functioning of the work unit by performing a wide range of routine administrative transactions and office support functions. This position contributes directly to the operational effectiveness of the Regional Office for Asia and the Pacific (RAP). The incumbent will handle various administrative tasks, including data management, documentation review, financial record-keeping, and correspondence, all while ensuring compliance with FAO's rules and regulations. The role requires independent action on routine matters, with supervision focused on work quality and providing on-the-job learning opportunities.

Responsibilities

The Administrative Assistant (Internal Control) will retrieve, enter, select, and analyze data from various sources, including FAO's corporate systems, verifying accuracy and performing necessary calculations. Responsibilities include assembling and reviewing supporting documentation for financial, travel, and affiliate workforce actions, ensuring compliance with FAO regulations. The role involves maintaining imprest accounts, reconciling expenditures, and assisting in report preparation. Maintaining detailed records of budget estimates, obligations, and balances, as well as recording receipts and disbursements, is essential. The incumbent will prepare routine administrative correspondence, maintain local inventory records, and manage a filing system for administrative and financial documents. Liaison with local banks, support for personnel and equipment administration, and assistance with HR duties are also key functions. The work impacts the timely delivery of office support services and the overall output of the work unit.

Work Experience

Three years of experience in administrative and office support work is required. Experience with accounting software and other information systems for data entry, inquiries, and report generation is also necessary. Desirable qualifications include knowledge of UN or FAO operational rules and procedures, administrative management of projects, and FAO's corporate systems.

Skills

Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Technical skills involve good knowledge of communication and documentation standards, corporate computerized financial/travel/human resources systems, administrative procedures, and the organizational structure. Desirable skills include knowledge of UN/FAO operational rules, project administrative procedures, FAO corporate systems, and proficiency in PowerApps, Excel/Power Query/Power BI for data analytics and visualization.

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