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ADMINISTRATIVE ASSISTANT

Bangkok (Thailand)

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Bangkok (Thailand)
  • Grade: Consultant - Contractors Agreement - Consultancy
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-10-20

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FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

  • FAO is committed to achieving workforce diversity in terms of gender, nationality, background, and culture
  • Qualified female applicants, qualified nationals of non-and under-represented member nations, and person with disabilities are encouraged to apply
  • Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
  • All selected candidates, therefore, will undergo rigorous reference and background checks
  • All applications will be treated with the strictest confidentiality
  • The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization


Organizational Setting


The Regional Office for Asia and the Pacific (RAP) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with the Regional Programme Leader (RPL), offices and divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAP also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAP develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

Reporting Lines


The Administrative Assistant reports to the Programme Officer and under overall guidance of the Chief Administrative Service. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Technical Focus


The Administrative Assistant will provide support in administrative work and budget management through the coordination with country offices, regional offices and Headquarters.

Tasks and responsibilities


• Assist in the organization of meetings with FAORs and country office staff, briefings for FAORs and other country office staff.
• Monitor alerts in COIN platform related to updates of information by Country Offices.
• Assist with monitoring the budget by running weekly and monthly reports on financial statements, expenditure transactions etc. Prepare a monthly Regional Budget Management report.
• Provide support in the preparation, revision and follow‐up of Periodic Budgetary Reports.
• Support the FAOR Network Officers with responses to country office requests by keeping track of queries, preparing routine emails and providing requested information.
• Provide administrative support to the work on Country Office Transformation, Country Programme Framework and UN Reform.
• Prepare key information for the use of Management for meetings on country office matters, COVID-19 situations, vaccinations and cases, requirement for supports from Regional Office and Headquarters, etc.
• Consolidate staff development plan and monitor the expenditure of the Staff Development funding.
• Support to the IT and Fleet replacement exercise - assisting in raising PR for the IT and Fleet replacement exercise, record the receipt in GRMS, etc.
• Consolidate and prepare the FAOR Network’s leave and quarterly FAOR’s leave plan and country office travel Plan.
• Set up and maintain office files and reference systems according to standard procedures.
• Support reporting requirements of the FAOR Network to specifically collect and consolidate data from FAO’s corporate systems and databases, country offices.
• Support Country Offices for the quality update and revision of data inserted by Decentralized Offices in the different systems (COIN, SharePoint, FPMIs, etc.) ensuring that it is accurate, complete and up to date, focusing on the set of DDCT Monitoring Tool indicators that are informed through these systems.
• Support Country Offices in consultation with RAP and HQ focal points of monitoring and follow-ups on security-related matters across the Asia-Pacific Region.
• Support Country Offices in consultation with RAP and HQ focal points of the monitoring and follow-ups on matters related to FAO’s internal control and risk management across the Asia-Pacific Region in line with the policy and procedures.
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING


Minimum Requirements


• Secondary School Education
• Three years of relevant experience in office/ management support work
• Working knowledge level of English and Thai
• National of Thailand or resident in the country with a regular work permit.

FAO Core Competencies


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

Technical/Functional Skills


• Very good knowledge of budget process and systems
• Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
• Very good knowledge of communication and documentation standard
• Very good knowledge of the corporate structure
• Very good knowledge of the MS Office applications, Internet and office technology equipment

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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