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Administrative Assistant

5.

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: 5.
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • FAO Representation in Georgia, FEGEO
  • Closing Date: Closed

21022102
Organizational Setting
The Administrative Assistant post is located at the FAO Representation in Georgia.
 
Main Purpose
The Administrative Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
 
Supervision Received/Exercised
The Administrative Assistant works under the overall guidance of the FAO Representative and the direct supervision of the Assistant FAO Representative in Georgia, in close collaboration with project management and administrative staff of the FAO in Georgia. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.
 
 
Working Relationships
The Administrative Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.
 
Key Functions/Results
•         Maintain financial records and monitoring systems for the office; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash; monitor project and programme accounts for which responsibility is assigned.
•         Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
•         Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
•         Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
•         Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.
•         Provide reports on budgetary performance of office accounts, and, if required, of project accounts; report variations from budgets.
•         Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
•         Maintain a filing system of administrative and financial documents.
•         Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment.
•         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 streamlining of procedures and practices and the introduction of new information technologies to the office.
•         Support the administration of personnel and equipment.
•         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\: Four years of administrative, accounting and office management experience.
Languages\: Working knowledge (level C) of English; Proficiency in Georgian
IT Skills\: Very good knowledge of the MS Office applications, Internet and office technology equipment.
 
Competencies
•         Results Focus
•         Teamwork
•         Communication
•         Building Effective Relationships
•         Knowledge Sharing and Continuous Improvement
 
Technical Skills
•         Very good knowledge of the communication and documentation standards
•         Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
•         Very good knowledge of the organizational structure
•         Good judgement and analytical ability
This vacancy is now closed.
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