Assistant (e) administratif(ve)

Organizational Context

The FAO in DRC supports the Government in developing policies, programs, and projects to address the root causes of hunger and malnutrition, develop agriculture, fisheries, and forestry sectors, and promote sustainable use of natural resources. The UNV Programme aims to support the inclusion of indigenous peoples through volunteering in DRC, deploying volunteers to agencies like FAO that work with communities. The UN Volunteer will contribute to UN Sustainable Development Goals and FAO's Strategic Framework, supporting the 2030 Agenda for transforming agri-food systems.

Job Purpose

The purpose of this assignment is to provide essential administrative and office management support to the FAO Representation in the Democratic Republic of the Congo, specifically within the Administration Unit. The UN Volunteer will ensure the smooth flow of work and information, setting priorities and organizing daily tasks. This role requires a thorough understanding and interpretation of office policies and procedures to guide staff and managers. By effectively managing financial records, data, and administrative processes, the volunteer will contribute to the efficient operation of the office, enabling FAO to effectively implement its field programs in food security, agriculture, and rural development, and ultimately support the transformation towards more efficient, inclusive, resilient, and sustainable agri-food systems.

Responsibilities

The UN Volunteer will perform office support and management functions, ensuring efficient workflow and information circulation by setting priorities and organizing daily tasks. Key responsibilities include maintaining financial records, controlling office systems, managing petty cash, and reconciling expenses, balances, and payments for daily transactions and reports. The volunteer will collect, enter, select, and analyze data from FAO information systems, verifying document accuracy and performing necessary calculations. They will verify fund availability for programs, ensuring operational disbursements align with approved budgets and all organizational commitment documents are complete. The role involves preparing administrative and financial correspondence, drafting preliminary versions, and gathering information for transactions. The volunteer will maintain detailed records of budget forecasts, obligations, and available balances, contributing to budget proposals and financial planning. They will produce budget status reports for office and project accounts, highlighting any variations. Additional duties include maintaining local inventory records, ensuring asset registration and protection, updating administrative and financial filing systems, monitoring government contributions, and liaising with local banks for financial information. The volunteer will also support the streamlining of procedures, introduction of new IT, and assist with personnel and equipment administration.

Work Experience

No prior professional experience is formally required for this role, however, one year of relevant experience is desirable. Candidates should possess mastery of communication tools, particularly Outlook, including its distribution lists, reminders, and synchronization functions. Experience with UN agencies or international NGOs is considered a significant asset. A strong command of computer tools such as Word, Excel, PowerPoint, and other software is also essential.

Skills

Core competencies required by FAO include results orientation, teamwork, communication, constructive relationship building, and knowledge sharing for continuous improvement. Essential selection criteria encompass sound judgment, confidentiality, integrity, initiative, a high sense of responsibility, and strong organizational skills. Candidates should demonstrate good analytical skills, the ability to work under pressure, and prioritize tasks effectively. Proven ability to work in a multicultural team environment and maintain harmonious working relationships is crucial. Knowledge of the UN system and its regulations, along with previous experience within a UN organization, is highly valued. Clear and concise communication skills are necessary, as is mastery of communication tools like Outlook. Expertise in Administration, Economics, and Finance is also an area of focus.

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