National Administrative Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to eradicating hunger and promoting sustainable agrifood systems. In Papua New Guinea, FAO is implementing a Green Climate Fund-funded project focused on REDD-plus Results-Based Payments. This initiative supports the Government of Papua New Guinea in strengthening institutional capacity, reducing emissions from deforestation, and promoting sustainable forest management and resilient livelihoods. A Project Management Unit (PMU) is being established to ensure effective project planning, coordination, implementation, monitoring, and reporting.

Job Purpose

The National Administrative Assistant will provide essential administrative and office support services to facilitate the efficient implementation of project activities. This role is crucial for ensuring that all operations comply with FAO's administrative, financial, procurement, travel, and human resources procedures. The incumbent will be responsible for maintaining accurate records, documentation, and reporting, thereby contributing to the overall success and compliance of the project. This position plays a key part in the day-to-day functioning of the Project Management Unit, ensuring seamless operations and adherence to organizational standards.

Responsibilities

The Administrative Assistant will provide comprehensive administrative and operational support to the Project Management Unit (PMU), ensuring smooth daily operations. This includes coordinating logistical arrangements for meetings, workshops, and missions, preparing documentation, and taking minutes. The role involves preparing administrative correspondence, responding to inquiries, and maintaining project filing systems and official records. Financial support includes retrieving and verifying data from FAO systems, preparing routine financial reports, and assisting with budget records and reconciliation. Procurement support involves preparing Purchase Requisitions, monitoring procurement planning, and assisting with contract administration and vendor follow-up. The position also supports HR functions, including recruitment processes, contract management, and coordinating the hiring plan for affiliate workforce. Additionally, the role involves maintaining and updating project plans, tracking administrative actions, managing asset inventory, and preparing documentation for audits. The incumbent will maintain confidentiality and perform other related duties as required.

Work Experience

A minimum of four years of relevant experience in administrative, office management, or operational support functions is required. Experience in providing administrative and operational support within a project or programme environment is essential. Familiarity with FAO, UN, or international organization administrative procedures is an asset.

Skills

The role requires strong organizational and prioritization abilities to meet deadlines. Excellent interpersonal skills are needed to work effectively with colleagues, government counterparts, and service providers. Demonstrated attention to detail and the ability to maintain confidentiality are crucial. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and internet applications is necessary. Experience in financial, procurement, travel, and personnel administration, as well as maintaining administrative records and filing systems, is highly valued. Familiarity with FAO or UN administrative and financial systems is considered an asset.

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