Administrative Assistant

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO representatives, is to assistant governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner to ensure zero hunger in the country. FAO provides support in three priority areas: sustainable increase in production and productivity, agriculture-based economic growth, and increased resilience of livelihoods to threats and crisis.

The current portfolio of projects in South Sudan includes activities related to agriculture (crop), livestock, Fisheries, Natural Resource management, food information systems is implemented with humanitarian, transitional and development funding. The incumbent will contribute to the country’s Programme and portfolio as foreseen in the project he/she will coordinate and be assigned.

Reporting Lines

The Administrative Assistant will work under the overall supervision of the Head of field and direct supervision of the Administrative Officer in Juba.

Technical Focus

• Develop and maintain document processing and systems to ensure availability of accurate, timely information and to enhance the workflow.

Tasks and responsibilities

• Follows reliable processes and complete work with minimal errors.
• Perform accurate data/transaction entry within appropriate time frame.
• Meet deadlines, carry out instructions, and fulfil work assignments.
• Identifies areas of opportunity for continuous improvement needs and proactive in initiating improvement.
• Assist with scheduling and organizing activities such as meetings, conferences and department activities. Supports multiple leader and teams.
• Supervise cleaners and ensure offices premises and within the offices are well kept and secured.
• Supervises the hired security guards
• In close consultation with the Area Coordinator, organizes regular weekly meetings
• In liaison with the Area coordinator, ensure that all staffs adhere to the routine security system such as radio calls,
• Ensure that all staffs have approved TOR, ITA and security clearance before any trip
• Work closely with staff to achieve successes at work place
• Responsive to requests, knows how to use resources effectively for the benefit of organization.
• Gives and welcomes feedback; contributes to building a team environment, works toward mutual cooperation.
• Willingly assists others and flexes within and outside work areas as well.
• Uses rigorous logic and methods to solve difficult problems with effective solutions; provides honest and straightforward analysis.
• Maintain confidentiality and security of personnel related matters and other FAO business of a sensitive nature.
• Provide backup support for other administrative staff.
• Perform any other projects and/or duties as assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Diploma in Accounting/Banking & Finance/Economics/Business administration or related field, Bachelor’s degree is an added advantage
• Two years of relevant experience in Administration and finance support.
• A South Sudanese National.

FAO Core Competencies

• Results focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge sharing and continuous improvement

Technical/Functional Skills

• Ability to work under pressure in multitasking position and beating deadline.
• Working knowledge of English (Level C), including written and spoken Arabic written is a strong asset
• Ability to use modern office equipment computer applications, spread sheet, power points words access etc.
• Working knowledge of the English language and local languages.
• Ability to work in a multicultural environment.