Administrative Assistant

Organizational Setting

The main aim of the Regional Office of the Near East and North Africa (RNE), which is headed by an FAO Assistant Director-General, is to assist governments in developing policies, programmes and projects to achieve food security and nutrition and reduce hunger and malnutrition, promote sustainable agricultural development, reduce rural poverty, develop inclusive agri-food systems and strengthen livelihood resilience – in line with the Organization’s Strategic Objectives and United Nations’ global and Government of Egypt’s national Sustainable Development Goals.

Reporting Lines

The Administrative Assistant will report to the Senior Admin Officer, RNE. He or she will work closely with Senior Administrative Officer.

Technical Focus

The Administrative assistant is responsible for supporting procurement, finance, travel, and asset transactions, maintain and update SOPs, and ensure each process remains accurate, compliant, and efficient.

Tasks and responsibilities

•    Support the Management day-to-day office operations spanning procurement, finance, travel, conferences and assets.
•    Coordinate complete travel logistics—TAs, tickets, visas, hotels and vehicles—ensuring duty-of-care and cost compliance.
•    Consolidate monthly travel and meeting plans. 
•    Review and verify PRs, POs and invoices in GRMS for accuracy, correct coding, budget availability and policy compliance.
•    Process GRMS transactions and track vendor deliveries through to receipt and payment.
•    Draft, update and circulate SOPs, policies and templates to standardise administrative processes.
•    Match invoices, manage cash and DSA advances, and reconcile monthly expenditures to keep overdue items within limits.
•    Support the management of facilities, security measures, fleet operations and inventory of supplies.
•    Support HR administration by facilitating recruitment, onboarding, contract extensions and leave tracking for affiliate             workforce.
•    Assist with the preparation for the Third Working Conference for the FAO Representatives including the expenditures.
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in Management, Finance, or Administration
•    Four years of relevant experience in Administration or related support work
•    Working knowledge of English
•    National of Egypt.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Extent of knowledge in financial rules, regulations, and administrative procedures applicable within international organizations or UN agencies.
•    Extent experience in monitoring administrative transactions, including procurement, travel, HR, and finance, ensuring accuracy and compliance with organizational policies.
•    Familiarity Enterprise Resource Planning (ERP) systems such as GRMS, with practical experience in processing invoices, and reconciling financial records.
•    Knowledge of the communication and documentation standards
Selection Criteria
•    Experience in the United Nations or other international organizations is considered an asset.
•    Advanced proficiency in data analysis, data visualization, and Microsoft Excel is mandatory.

ADDITIONAL INFORMATION