Administrative Associate
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems globally. Through its Country Offices, FAO assists governments in developing policies and programs to combat hunger and malnutrition, providing technical support for sustainable agricultural, fisheries, and forestry sectors. The FAO Representation in Liberia, located in Monrovia, plays a key role in implementing country-tailored field programs, liaising with donors, and conducting outreach activities.
Job Purpose
The Administrative Associate is responsible for leading and coordinating office and management support functions within the FAO Representation in Liberia. This role ensures the smooth operation of daily work and information flow by setting priorities and organizing tasks effectively. The position requires a deep understanding and application of office policies, procedures, and practices. The incumbent will provide procedural guidance to managers and staff, demonstrating initiative and independent judgment while working autonomously under the supervision of the FAO Representative. This role is crucial for efficient administrative operations and service delivery.
Responsibilities
The Administrative Associate will manage and administer financial records, monitor project and program accounts, and maintain imprest accounts. Responsibilities include reconciling expenditures, managing petty cash, and verifying fund availability against approved budgets. The role involves coordinating data retrieval, entry, and analysis from corporate systems, ensuring data accuracy. The incumbent will compose and finalize administrative correspondence, initiate inquiries, and draft communications for financial matters. Maintaining detailed budget records, preparing financial data for proposals, and monitoring budget performance are key functions. Additionally, the role includes initiating and processing human resource administration activities, such as recruitment, and advising staff on administrative and financial matters. The position also involves overseeing vacancy announcements, responding to inquiries, and supporting procedural streamlining and the adoption of new technologies.
Work Experience
Requires five years of experience in general administration, including human resources, accounting, and office management-related tasks. Experience with corporate computerized financial, travel, and Human Resources systems is necessary, along with thorough knowledge of organizational structure, administrative procedures, policies, and protocol.
Skills
Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Technical skills required are a thorough understanding of communication and documentation standards, corporate computerized financial/travel/Human Resources systems, and organizational structure, administrative procedures, policies, and protocol.