National Administrative Assistant
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) is the UN agency dedicated to combating hunger and promoting sustainable agriculture globally. FAO Papua New Guinea (PNG) focuses on supporting programme and project delivery through effective country-office management and operational support. The National Administrative Assistant plays a crucial role in providing executive, administrative, and protocol support to the Head of Office, while also contributing to the overall administrative and operational efficiency of FAO PNG's diverse programme and project portfolio.
Job Purpose
The National Administrative Assistant is responsible for providing comprehensive executive, administrative, secretarial, and protocol support to the Head of Office. This includes managing calendars, correspondence, communications, travel, and security arrangements, as well as coordinating meetings and maintaining records. Additionally, the role involves providing essential administrative and operational support to FAO PNG's programmes and projects. This encompasses logistics and event coordination, procurement documentation, financial and travel administration, asset management, office operations, and liaising with both internal and external stakeholders, all in strict adherence to FAO's established rules and procedures.
Responsibilities
Provide comprehensive administrative, secretarial, and clerical support to the Head of Office, managing calendars, scheduling meetings, and preparing agendas and minutes. Screen and manage correspondence, draft routine communications, and monitor FAO PNG email accounts. Act as a communication focal point, receive visitors, and arrange transport and protocol for the Head of Office. Coordinate official travel, including authorizations and security clearances. Maintain organized electronic and physical filing systems for official documents and correspondence. Provide clerical support such as scanning, photocopying, and filing. Coordinate logistics for workshops, training, and meetings, including venues, catering, and participant arrangements. Support the movement of programme/project inputs and coordinate with suppliers. Assist with payment requests, expense claims, petty cash, and track expenditures against budgets. Maintain and update FAO PNG travel plans and ensure compliance with travel policies. Prepare and process travel authorizations and claims. Record travel arrangements in FAO systems and follow up on settlements. Maintain records of office and project assets, support inventory checks, and manage disposal processes for obsolete items. Support day-to-day office management, monitor supplies, and coordinate administrative matters. Maintain fleet management records and compile fuel consumption reports. Provide administrative and operational support to other FAO PNG projects as directed. Issue monthly staff data credits and monitor shared office accounts. Provide backup administrative support as needed.
Work Experience
A minimum of five years of relevant experience in a personal assistant, executive support, or administrative role is required. Experience supporting programme/project operations, procurement, finance, or logistics is considered an advantage. Relevant administrative and programme support experience is also beneficial.
Skills
Strong interpersonal and teamwork skills, with the ability to work effectively in multicultural environments and coordinate with diverse organizations. Excellent written and oral communication skills in English, including drafting correspondence and maintaining accurate records. Proficiency in standard office software (Microsoft Word, Excel, Outlook). Strong organizational and time-management skills, with attention to detail and the ability to handle confidential information discreetly. Experience in procurement, financial administration, travel processing, logistics, or office management is advantageous. Ability to prioritize tasks, solve routine operational problems, and meet deadlines under pressure. Familiarity with development projects, UN agencies, or international organizations is desirable. Knowledge of Tok Pisin is an advantage.