Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country' level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices:

(i)    advocate, inform and support policies and investments in the areas of FAO's mandate;
(ii)    provide technical assistance and deliver core services;
(iii)    assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v)    ensure risk-smart and accountable operations and management.

This position is located in the FAO Country Office in Asunción, Paraguay.

Main Purpose

The Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Administrative Assistant reports to the Assistant FAO Representative (Administration).
He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Administrative Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

•    Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate system and databases; verify accuracy of data documents; make necessary calculations.
•    Assemble and review supporting documentation for processing affiliate workforce, travel or financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations.
•    Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
•    Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
•    Prepare routine correspondence of an administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
•    Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
•    Maintain a filing system of administrative and financial documents.
•    Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
•    Support the administration of personnel and equipment as well as protocol-related issues.
•    Assist in duties related to recruitment, payroll, staff development and other HR administrative duties.
•    Perform other related duties as required.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary school education.
Experience: Three years of experience in administrative and office support work.
Languages: Working knowledge (proficiency - level C) of Spanish.
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. \"Commuting distance\" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building effective relationships
•    Knowledge Sharing and Continuous Improvement

Technical Skills

•    Good knowledge of the communication and documentation standards.
•    Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
•    Good knowledge of the organizational structure.

Desirable Qualifications And Skills

•    Discretion, good judgement in handling sensitive and confidential matters.
•    Familiarity with UN administrative, operational and financial procedures is an asset.
•    Working knowledge (proficiency - level C) of English is an asset.