Junior Administrative Support Assistant
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to efficient, inclusive, resilient, and sustainable agri-food systems to achieve the 2030 Agenda. Its Regional Office for Europe and Central Asia, located in Budapest, Hungary, provides policy and technical assistance to member countries and oversees regional priorities. The Administration team within this office ensures the smooth operation of the Regional Office by providing comprehensive support in human resources, general administration, finance, procurement, and travel services.
Job Purpose
This role supports the FAO Regional Office for Europe and Central Asia in Budapest by coordinating and executing administrative tasks essential for the office's smooth functioning. The incumbent will play a key role in managing the hiring process for international and national affiliate workforce and processing official duty travels. This involves developing Terms of Reference, coordinating vacancy announcements, facilitating selection processes, and managing contract lifecycles within the Global Resource Management System. The position contributes to efficient HR operations and supports the overall mission of the FAO in the region.
Responsibilities
The Junior Administrative Support Assistant is responsible for coordinating and executing administrative tasks related to the hiring of international and national affiliate workforce and processing official duty travels using the Global Resource Management System (GRMS). Key functions include developing and reviewing Terms of Reference for affiliate workforce, ensuring compliance with FAO regulations. The role involves coordinating the publication of vacancy announcements to attract qualified candidates and organizing the selection process, including interviews and candidate evaluation reports. Additionally, the incumbent will manage the complete contract cycle for affiliate workforce in GRMS, ensuring all documentation is collected and verified. This includes supervising contract validity and initiating renewal or termination procedures. The position also provides administrative support for staff recruitment and development, contributing to a respectful work environment, and handles sensitive information with discretion, performing other administrative duties as required.
Work Experience
A minimum of 1 month of experience is required, with a preference for 2 years of relevant experience in office management, administrative, or HR operations. Proficiency in Microsoft Office Suite, database management, and office technology is essential. Experience working effectively in a multicultural team and adapting to challenging environments is desirable.
Skills
Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Technical skills encompass project management, programme development, strategy, administration, and human resources. The role requires excellent English oral and written skills, strong interpersonal abilities, cultural sensitivity, and the capacity to work inclusively and collaboratively. Self-motivation, ability to work with minimal supervision, and meeting tight deadlines are also important.