Job Vacancy at Food and Agriculture Organization
POSITION: Administrative Assistant
Primary Objective
The Administrative Assistant carries out numerous regular administrative tasks and office support activities that aid in the smooth and efficient operation of the work unit.
Supervision Received/Exercised
The Administrative Assistant is accountable to the Technical Adviser (Fisheries) and the Lead Technical Officer for support on administrative and program-related duties in the fisheries sector, collaborating closely with the Operations Officer. He/she will collaborate with the CECAF Secretariat, FAO RAF, and Subregional Office for West Africa (SFW) teams and relevant personnel, as well as the FAO Fisheries and Aquaculture Division, when necessary to facilitate effective administration and coordination.
He/she operates autonomously in standard situations. Oversight given is concentrated on the quality of the tasks completed and allows for learning through experience.
Collaborative Connections
The Administrative Assistant typically engages with a diverse range of coworkers in the work unit and with direct clients of the Organization, offering regular administrative and office assistance services.
Key Responsibilities
- Gather, input, choose, and assess data from numerous sources, including FAO’s organizational system and databases; confirm the precision of data records; perform required calculations.
- Gather and examine relevant documentation for managing affiliate workforce, travel, or financial activities in FAO’s corporate systems, ensuring adherence to FAO’s policies and guidelines.
- Manage imprest accounts; reconcile expenses, balances, payments, statements, and additional data; aid in the creation of regular and special reports by preparing and editing data in the required format as needed; oversee project, program, and general office accounts.
- Keep comprehensive documentation of budget forecasts, commitments, and current balances; log income and expenses (ledgers, cash books, vouchers, etc.); execute payments from petty cash and reconcile accounts.
- Create regular administrative correspondence; write letters to confirm information, respond to inquiries, and gather more details on transactions and financial issues when needed.
- Keep local inventory documentation with accountability for accurate asset recording, their upkeep, and protection.
- Keep an organized system for administrative and financial records.
- Assist in managing staff and equipment, along with matters related to protocol.
- Support tasks associated with hiring, compensation, employee growth, and other HR administrative responsibilities.
- Carry out additional related tasks as needed.
Effects of Employment
- The work of the incumbent affects the prompt and effective provision of office support services as well as the overall productivity of the work unit.
APPLICANTS WILL BE EVALUATED BASED ON THE FOLLOWING
Basic Requirements
- Education: High school education.
- Experience: Three years of background in administrative and office assistance tasks.
- Languages: Proficient working knowledge (level C) of English.
- IT Skills: Strong understanding of MS Office applications, internet usage, and office technology devices. Capability to utilize accounting software and various information systems and databases to input data, perform inquiries, generate ad hoc reports and analyses, and modify results in a suitable format.
- Residency: General Service Staff are locally hired. Candidates must be nationals of the duty station’s country or have a valid visa/work permit and live within commuting distance of the duty station. “Commuting distance” is the range employees can travel daily to their workplace.
Skills
- Outcome Orientation
- Collaborative effort
- Conveyance
- Creating strong connections
- Sharing Knowledge and Ongoing Enhancement
Technical Expertise
- Strong understanding of the standards for communication and documentation.
- Strong understanding of corporate financial, travel, human resources systems, and administrative protocols and guidelines.
- Strong understanding of the organizational framework.
Attractive Skills and Qualifications
- Scope and significance of experience in creating and sustaining collaborations with UN entities, Regional Fisheries Organizations, non-profit organizations (NGOs), along with funding sources and governmental bodies, and agencies.
- Familiarity and practical experience in the CECAF region, Economic Community of West African States (ECOWAS), and/or the Canary Current Large Marine Ecosystem or the Gulf of Guinea Large Marine Ecosystem region is preferred.
- Having intermediate knowledge (intermediate proficiency–level B) of French, Portuguese, and/or Spanish is regarded as a benefit
How to Apply For This Job at Food and Agriculture Organization
Closing Date: 29 August 2025
NOTE:
It is important to keep in mind that employers receive many applications for each job posting and will only select the most qualified candidates. Furthermore, NewsNowGh does not have any influence over the decisions made by employers/recruiters. As a result, we cannot guarantee that sending applications will lead to candidates being shortlisted or selected for a particular position.
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