Temporary Office Support (Multiple profiles)

Overview

This role provides routine operational, administrative, and logistics services to support the smooth and efficient running of a work unit and the delivery of its programmes and projects.

Key Responsibilities

• Manage petty cash, accounts, utilities, and financial records.
• Maintain assets, inventory, stationery, and administrative files.
• Coordinate local and international travel, including registrations, payments, and refunds.
• Support office communications and administrative operations.
• Retrieve, verify, and maintain financial and administrative data.
• Support recruitment and coordination of affiliate workforce.
• Prepare routine administrative and financial correspondence.
• Support front desk, visitor reception, and mail distribution.
• Manage petty cash, imprest accounts, financial records, and transactions.
• Monitor budgets, expenditures, and prepare financial reports.
• Review and process vendor, consultant, and project payments.
• Support project payments, allowances, and budget performance monitoring.
• Provide financial guidance and support to staff and improve office procedures.
• Support the overall hiring plan for hiring of national and international affiliate workforce.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce.
• Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
• Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS).
• Supervise the validity of contracts for national and international affiliate workforce and take appropriate measures for renewal or termination.
• Provide administrative support, including recording worked hours for the payment of fees to national and international consultants.
• Collaborate in implementing actions to promote a respectful and harmonious work environment.
• Facilitate knowledge exchange and best practices within the office.
• Assist in the performance evaluation process of national and international consultants.
• Maintain confidentiality and handle sensitive information with discretion.
• Manage procurement processes in line with FAO rules, procedures, and donor requirements.
• Review requisitions, create and manage POs/contracts in GRMS, and maintain supplier records.
• Conduct market research, tenders, bid evaluations, and supplier selection.
• Coordinate procurement, deliveries, contracts, and supplier performance.
• Support procurement committees, prepare reports, and maintain accurate records.
• Provide procurement guidance to project teams and requisitioning units.
• Monitor procurement plans, budgets, compliance, and contractual obligations.
• Plan and coordinate official travel and ticketing with travel agents.
• Review travel authorizations, expense claims, entitlements, lump-sum payments, refunds, and recoveries.
• Ensure compliance with FAO travel policies and provide guidance to staff.
• Process and reconcile travel payments, recoveries, and accounting adjustments.
• Resolve travel-related queries, rejected transactions, and outstanding claims.
• Support Finance with consultants’ travel deductions and honoraria payments.
• Assist with project planning, implementation, monitoring, and reporting.
• Assist with work plans, budgets, procurement, contracts, and staffing.
• Ensure financial compliance, reporting, communication, and EU visibility.
• Assist with project reviews, coordination meetings, and timely closure.
• Support field activities, training, and farmer engagement
• Collect field data and document results, photos, and feedback.
• Prepare monthly progress reports.
• Support implementation of GCP projects and development of new TCPs.
• Provide technical and coordination support across one of FAO field portfolio.
• Provide administrative and operational support for project activities.
• Coordinate procurement, contracts, travel, recruitment, and payment processes.
• Maintain project, financial, and procurement records in FAO systems.
• Monitor budgets, expenditures, work plans, procurement plans, and project progress.
• Liaise with internal project teams, and FAO support units.
• Support reporting, audits, and timely project closure.

Required Experience

A minimum of two years of relevant experience in Administration, Project, Agriculture, Finance, Travel, Human Resources, Procurement, or related areas

Qualifications

Completed Secondary School Education

Other Details