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Administrative Assistant

Kigali

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Kigali
  • Grade: All levels - NPP - National Project Personnel - Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

  • 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 Members 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 FAO's values
  • FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination  
  • All selected candidates will undergo rigorous reference and background checks
  • All applications will be treated with the strictest confidentiality

Organizational Setting

Current seasonal forecasts for the agricultural Season A in Rwanda, which runs from mid-September to early December, is indicating an increased probability of below-average rainfall, which may cause dry spells in some parts of the country, especially in the Eastern zone and Amayaga region. The forecast below-average Season A rainfall and the increased cost of agricultural inputs are likely to reduce crop yields for the upcoming harvest, which is expected to occur from December 2022 to January 2023.To address that drought issue the Government of Rwanda requested FAO to support in the provision of water harvesting structures and the latter responded by an anticipatory action funded by Belgium. The implementation of that project needs technical and supporting staff, it’s in that regards the recruitment of an Administrative Assistant is crucial.

Reporting Lines

The Office Assistant reports to the FAO Representative or to the Assistant FAO Representative/Administration and receives guidance from 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.
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative, human resources, financial and office support services.


Technical Focus

The Office Assistant performs a large variety of routine administrative, human resources, financial transactions and office support functions contributing to the smooth and efficient running of the work unit and projects.
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

Tasks and responsibilities

• Provide office, administrative and logistics support to meetings, committees, conferences, etc. organized in the framework of office running activities and implementation of the projects;
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
• Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
• Creation of Non Staff Travelers in the Global Resource Management System;
• Initiate general administrative tasks in the computerized financial / travel / human resources systems;
• Assist in the procurement process.
• Manage Petty cash;
• Follow up on National project personnels’ contracts
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
• Provide assistance in the administrative processing of vacancy announcements and consultants' contracts;
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files;
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING


Minimum Requirements

• Bachelor degree in Accounting, management, Economics or related science
• Five years of relevant experience in accounting, finance and human resources management
• Working knowledge of English (Level C); working knowledge of French (Level C) will be an asset
• National of Rwanda


FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of communication and documentation standards
• Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
• Good knowledge of the MS Office applications, Internet and office technology equipment
• Good knowledge of the organizational structure

Female candidates are encouraged to apply.

ADDITIONAL INFORMATION

  • FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
  • Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
  • Applications received after the closing date will not be accepted
  • Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
  • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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

This vacancy is now closed.
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