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. FAO's commitment to environmental sustainability is integral to its strategic objectives. The Regional Office for the Near East and North Africa (RNE) leads FAO’s efforts in the region, addressing priorities in food security, agriculture, and rural development through programme and project implementation. The Administrative Support Specialist ensures the efficient functioning of the Office by providing administrative and operational assistance.
Job Purpose
The Administrative Support Specialist is responsible for performing a variety of routine administrative transactions and office support functions. This role is crucial for contributing to the smooth and efficient operation of the assigned work unit. By managing daily administrative tasks and providing essential support, the incumbent ensures that the office functions effectively, allowing the team to focus on their core objectives. The position plays a key part in maintaining operational continuity and supporting the overall goals of the unit.
Responsibilities
Provide comprehensive administrative and office support, including managing correspondence, maintaining records, screening communications, scheduling appointments, and responding to inquiries. 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, adhering to organizational standards. Initiate and process administrative actions within corporate systems for general administration, procurement, finance, human resources, and travel. Support human resources and recruitment activities, including administrative processing of 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 include specific involvement in travel administration, records management, workflow tracking, and the processing of administrative transactions within a corporate setting. Experience within a multilateral or international organization is also beneficial.
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 and project support, meeting and event coordination, and travel and logistics administration is advantageous. Proficiency in Arabic (level C) and English (level B) is required.