Overview
Provide administrative and operational support to the Project Management Unit (PMU) and project team, ensuring compliance with FAO rules and procedures for efficient project implementation.
Key Responsibilities
- Coordinate and provide administrative and operational support to the PMU.
- Coordinate office support for meetings, workshops, training sessions, seminars, committees, missions, and other project events.
- Prepare routine administrative correspondence and draft responses to routine inquiries.
- Maintain project filing systems and official records.
- Retrieve, enter, verify, and analyze data from FAO corporate systems.
- Assemble and review supporting documentation for personnel, travel, and financial transactions.
- Assist in maintaining project budget records and preparing routine financial reports.
- Support the reconciliation of financial records.
- Prepare and monitor Purchase Requisitions (PRs).
- Support contract administration and vendor registration.
- Maintain records relating to contracts and follow up on contractual documentation.
- Support recruitment and onboarding processes, contract extensions, and other personnel-related administrative actions.
- Coordinate the overall hiring plan for affiliate workforce.
- Develop and/or review Terms of Reference of affiliate workforce.
- Coordinate and manage the publication of calls to attract candidates.
- Organize and facilitate the selection process.
- Manage the complete cycle of contracts for affiliate workforce.
- Supervise the validity of contracts and take appropriate measures for renewal or termination.
- Provide administrative support for the payment of fees to consultants.
- Maintain confidentiality and handle sensitive information with discretion.
- Assist in maintaining and updating the Annual Work Plan, Procurement Plan, LoA Plan, Travel Plan, and project implementation schedule.
- Maintain action trackers and monitor the implementation status of administrative, procurement, and operational actions.
- Maintain inventory records and support the recording, maintenance, safeguarding, and transfer of project assets.
- Prepare and maintain supporting documentation for internal and external audits.
- Perform any other related duties as required.
Required Experience
- Four years of relevant experience in administrative, office management or operational support functions.
- Extent and relevance of experience in providing administrative and operational support in a project or programme environment.
- Extent and relevance of experience in financial, procurement, travel and personnel administration.
- Extent and relevance of experience in maintaining administrative records, filing systems and office documentation.
- Experience in supporting meetings, workshops, missions and logistical arrangements.
Qualifications
University degree or High school diploma in business or public administration or a related field.
