National Administrative Assistant , Freetown, Sierra Leone

Organization: Food and Agriculture Organization of the United Nations (FAO)

Country: Sierra Leone

City: Freetown, Sierra Leone

Office: FAO Representation in Sierra Leone

Closing date: Friday, 28 August 2020

2001872

National Administrative Assistant

Job Posting: 14/Aug/2020

Closure Date: 28/Aug/2020, 9:59:00 PM

Organizational Unit : FRSRL

Job Type: Non-staff opportunities

Type of Requisition : NPP (National Project Personnel)

Grade Level : N/A

Primary Location: Sierra Leone-Freetown

Duration : 12 Months (with possibility of extension subject to availability of funds)

Post Number : N/A

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

FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions. Qualified female applicants are encouraged to apply. People with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

Organizational Setting

FAO Representation in Sierra Leone implements an integrated food security programme, focusing on diversification of livelihoods, managing natural resources and building resilience. The office employs diverse team of experts locally, but also attracts the available technical experts from the region and the Head Quarters (HQ). FAO works in close partnership with the Government of Sierra Leone, farmers and other stakeholders, supporting plans and policies that affect the food and nutrition security in the country; our work is a part of the corporate commitment to support countries to achieve the Sustainable Development Goals (SDGs) by 2030, especially SDG 2 on Zero Hunger.

Reporting Lines

Under the overall supervision of the FAO Representative in Sierra Leone this position will be directly supervised by the ECTAD Country Team Leader - Sierra Leone.

Technical Focus

Within the framework of the Food and Agriculture Organization of the United Nations (FAO) Emergency Centre for Transboundary Animal Disease (ECTAD) Operations, the functional and administrative supervision of the FAO Representative in Sierra Leone, the direct supervision of the ECTAD Country Team Leader, and in close collaboration and consultation with the ECTAD National Operations Officer Sierra Leone, the AMR Project Manager, the ECTAD team Sierra Leone , the FAO country Representation Operations/Admin teams, the incumbent will undertake the following duties and responsibilities: Tasks and responsibilities

Assist the ECTAD National Operations Officer particularly the AMR Project in the smooth administrative, logistic and financial implementation of ECTAD programme activities;
Maintain the document filing system both in hard and electronic copy, type correspondence and documents, receive and screen correspondence, attach necessary background information and maintain records of the communications; answer telephone and respond to routine inquiries, arrange appointments, receive office visitors and refer them to the concerned offices.

Assist in the preparation of project monthly cash account by recording receipts, verify invoices. and disbursements (ledgers, cash books, vouchers, electronic spreadsheet, etc.) and reconciling data for recurring or special reports; provide monthly financial reports/briefs on the current project budget and expenditures in the country

Assist with the drafting and editing of project briefs, progress reports and other information products; take minutes of meetings;
Assist the ECTAD country team in the development and updating of program work plans;
Assist in the procurement of supplies and equipment (including assistance for the customs clearance), provide inventory controls and be responsible for the reception, storage, safekeeping, proper use, and transportation of equipment and supplies procured;
Supervise and update the project’s office inventory, supply, and equipment; Ensure the supply of material/equipment for the ECTAD Office such as stationery, transportation (if any);
Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.);
Assist the organization of workshops, meetings and training courses including booking of hosting facilities/venues, travel, transportation, translation, etc.

Support the administration of personnel and equipment

Arrange travel and hotel reservations, prepare travel authorization forms and assemble information pertinent to purpose of travel.

Monitor contracts for FAO/ECTAD personnel and international consultants recruited under FAO/ECTAD;
In consultation with the FAO-SL Admin Unit, provide briefings and information to newly assigned personnel on general administrative matters;
Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Tags administrative assistant continuous improvement food and nutrition food security knowledge sharing natural resources nutrition security office management procurement project manager project personnel sierra leone sustainable development sustainable development goals translation

University degree in Administration or a related field.

3 years of relevant experience in project administration or programme support service and office management

Working knowledge of English (written and spoken)

National of Sierra Leone.

FAO Core Competencies

Results Focus

Teamwork

Communication

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

Extent and relevance of experience in use of computers and MS office applications (MS Word, Excel etc)

Extent and relevance of experience in handling of web-based management systems.

Familiarity with UN administrative, operational and financial procedures is an asset.

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

Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications

For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/

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

HOW TO APPLY

Candidates are requested to attach a letter of motivation to the online profile. We encourage applicants to submit the application well before the deadline date. If you need help, or have queries, please contact: Careers@fao.org