Administrative Assistant

Organizational Setting

Food and Agriculture Organization of the United Nations (FAO) is a dynamic and revitalized organization, recognized as the leading UN agency in the global fight to eradicate hunger, reduce rural poverty, and promote sustainable agricultural, fisheries, and livestock development. Additionally, FAO champions the sustainable management of natural resources and the environment to benefit vulnerable communities and rural populations.

Reporting Lines

The incumbent works under the direct supervision of the Head of Office (HoO) and reports directly to the HoO.”

Technical Focus

Provide executive, administrative, and protocol support with a primary focus on supporting the Head of Office. This includes managing official correspondence and calendars, facilitating internal and external communications, coordinating travel and security clearances, and ensuring efficient logistical and clerical support. The role also contributes to effective office operations through proper record keeping, coordination of transport and protocol arrangements, monitoring shared office accounts, issuing staff data credits, and providing backup administrative support in line with FAO rules and procedures.

Tasks and responsibilities

•     Provide comprehensive administrative, secretarial, and clerical support to the Head of Office.
•     Carry out daily errands for the Head of Office as requested, ensuring the timely completion of assigned tasks.
•     Assist in managing the calendars of the Head of Office, including scheduling events, meetings, and appointments.
•     Screen and manage the Head of Office’s correspondence and draft emails as required.
•     Monitor and review emails in the FAO PNG accounts, ensuring appropriate actions are taken, including requests requiring approval that should be appropriately flagged and submitted to the Head of Office for clearance.
•     Act as a focal point for internal and external communication on behalf of the Head of Office as required.
•     Liaise with office drivers to organize and schedule transportation for the Head of Office.
•     Support the collation and effective record-keeping of Management Team information and documents.
•     Assist with travel arrangements for the Head of Office, including organizing security arrangements, requesting security clearances, and processing travel authorizations as required.
•     Provide clerical support, including photocopying, binding, scanning, and filing official documents.
•     Assist in making and receiving official telephone calls and in receiving visitors as requested.
•     Assist with protocol-related official matters for the FAO PNG as required.
•     Be responsible for issuing monthly staff data credits.
•     Meet officials at the airport and assist with immigration formalities and customs clearance as required.
•     Provide backup administrative support when required and perform any other related duties as assigned.
•     Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum requirements

•     University degree in a Business Management and or Administration 
•     At least 5 years in the PA role. Relevant administrative and programme experience will be a bonus. Working knowledge of English (C1)
•     National of Papua New Guinea or resident of the country with valid work permit

FAO Core Competencies

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

Technical/Functional Skills

•     Strong interpersonal and teamwork skills, with the ability to work effectively in multicultural teams and coordinate with government and partner organizations
•     Excellent written and oral communication skills in English, with the ability to produce clear and compelling content. 
•     Proficiency in standard office software (e.g., MS Office).