Administrative Support Specialist

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. The Regional Office for the Near East and North Africa (RNE) in Cairo, Egypt, leads FAO’s regional efforts in food security, agriculture, and rural development. The Administrative Support Specialist is crucial for the efficient functioning of the Office, providing essential administrative and operational assistance to support regional programmes and initiatives.

Job Purpose

The Administrative Support Specialist is responsible for performing a variety of routine administrative transactions and office support functions. This role is integral to ensuring the smooth and efficient operation of the assigned work unit. By providing comprehensive support, the incumbent contributes directly to the effective delivery of the office's objectives and the successful implementation of regional programmes and initiatives, ensuring that administrative processes are handled accurately and in a timely manner.

Responsibilities

Provide comprehensive administrative and office support, including managing correspondence, maintaining records, screening communications, and scheduling appointments. Coordinate travel arrangements for staff and affiliate workforce, processing authorizations, claims, and logistics. Review, distribute, and track incoming correspondence and documentation, ensuring timely follow-up and procedural compliance. Draft, proofread, edit, and format routine documents such as correspondence, reports, and presentations. Initiate and process administrative actions within corporate systems for general administration, procurement, finance, human resources, and travel. Support human resources and recruitment activities, including processing vacancy announcements and consultant contracts. Compile, organize, and maintain information, databases, and reference materials. Maintain accurate and accessible electronic and physical filing systems. Coordinate and monitor administrative processes and workflows, ensuring timely completion of actions and deliverables. Perform other related duties as required.

Work Experience

A minimum of one year of experience in administrative support, office management, or operational support functions is required. This experience should encompass travel administration, records management, workflow tracking, and the processing of administrative transactions within a corporate setting. A High School diploma or University degree in a relevant field is also necessary.

Skills

Core competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Functional skills include experience providing administrative support within a multilateral or international organization. Demonstrated experience using ERP or enterprise management systems for administrative, travel, procurement, finance, or human resources transactions is essential. Experience in programme/project support, meeting/event coordination, and travel/logistics administration is advantageous. Proficiency in English is required; intermediate knowledge of a second FAO language is an asset.

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