Administrative Associate
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) is dedicated to achieving food security for all and leading international efforts to defeat hunger. Operating in over 130 countries, FAO Country Offices provide policy advice, technical assistance, and support for agrifood systems transformation. The FAO Representation in South Sudan focuses on agriculture, livestock, fisheries, natural resource management, and food information systems, implementing projects with humanitarian, transitional, and development funding across the country.
Job Purpose
The Administrative Associate plays a crucial role in leading and coordinating the office and management support functions within the FAO Representation in South Sudan. This position is responsible for ensuring the efficient and smooth operation of daily office activities and information flow by setting priorities and organizing workloads. The incumbent provides essential procedural guidance to managers and staff, requiring a deep understanding and interpretation of FAO's policies, procedures, and practices. This role is key to maintaining effective administrative operations and supporting the overall mission of the FAO in South Sudan.
Responsibilities
The Administrative Associate is responsible for supporting the management and administration of financial records, including monitoring project accounts, maintaining imprest accounts, and reconciling expenditures. They will coordinate data retrieval, entry, and analysis from various sources, verifying accuracy and performing necessary calculations. A key function is verifying fund availability and ensuring operational expenditures align with approved budgets. The role involves composing and finalizing administrative correspondence, initiating inquiries, and drafting documents to clarify transactions. The incumbent will maintain detailed budget records, assist in budget proposal consolidation, and prepare financial data for planning. They will also initiate and process human resource administration activities, respond to staff inquiries regarding administrative procedures and entitlements, and oversee the issuance of vacancy announcements. Furthermore, the role includes preparing financial reports, monitoring government contributions, liaising with local banks, and advising staff on administrative and financial matters, while also supporting the streamlining of procedures and the adoption of new technologies.
Work Experience
Requires a minimum of five years of experience in general administration, encompassing human resources, accounting, and office management-related tasks. Candidates must be nationals of South Sudan or possess a valid work permit and reside within commuting distance of Juba.
Skills
Proficiency in Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing/Continuous Improvement. Technical skills include a thorough understanding of communication and documentation standards, corporate computerized financial, travel, and Human Resources systems, as well as organizational structure, administrative procedures, policies, and protocol. Desirable skills include knowledge of corporate administrative systems like Oracle or SAP, and human resource policies.