Temporary Office Support (Multiple profiles)
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) supports global efforts towards more efficient, inclusive, resilient, and sustainable agrifood systems, aiming for better production, improved nutrition, a healthier environment, and enhanced livelihoods. The Subregional Office for the Pacific Islands (SAP) is tasked with developing, promoting, and implementing strategies and projects for food, agriculture, and rural development in the region, while also fostering relationships with subregional institutions. SAP operates as a subsidiary of the FAO Regional Office for Asia and the Pacific.
Job Purpose
The incumbent will perform a wide range of routine operational, administrative, and logistics services to ensure the smooth and efficient functioning of the work unit and the effective delivery of the organizational unit's programs and projects. Key areas of support include general office and administrative functions, financial operations, human resources administration, procurement activities, travel arrangements, and program and operational support. This role is crucial for maintaining daily operations and contributing to the overall success of the unit's objectives and initiatives within the Subregional Office for the Pacific Islands.
Responsibilities
The incumbent will manage petty cash, financial records, and monitor budgets and expenditures. Responsibilities include maintaining administrative files, assets, and inventory. The role involves coordinating local and international travel, processing payments for vendors and consultants, and supporting recruitment processes for affiliate workforce. This includes developing Terms of Reference, managing contract cycles in GRMS, and facilitating selection processes. Additionally, the incumbent will manage procurement processes in line with FAO rules, conduct market research, and support procurement committees. Travel coordination, expense claim review, and ensuring compliance with travel policies are also key duties. Support for project planning, implementation, monitoring, and reporting, including maintaining project records and liaising with internal teams, is essential. The role also requires assisting with field activities, data collection, and preparing progress reports.
Work Experience
A minimum of two years of relevant experience in administration, project support, finance, human resources, procurement, or related fields is required. This experience should complement a completed secondary school education. Candidates must possess a working knowledge of English (Level C) and be a national of the assigned Pacific Island country or a resident with a valid work permit.
Skills
Proficiency in MS Office applications and office technology. Knowledge of corporate computerized financial, travel, or human resources systems, administrative procedures, and policies is desirable. Strong communication skills, both oral and written, in English are essential. The ability to work effectively with diverse teams, adapt to new work environments, and continuously learn is important. Familiarity with corporate electronic databases and systems would be an asset. Core competencies include results focus, teamwork, communication, building effective relationships, and knowledge sharing.