Administrative Assistant

DUE: 15 JUNE 2023

Job Posting: 01/Jun/2023
Closure Date: 15/Jun/2023, 11:59:00 PM
Organizational Unit: FRZIM
Job Type: Non-staff opportunities
Type of Requisition: PSA (Personal Services Agreement)
Grade Level: N/A
Primary Location: Zimbabwe-Harare
Duration: 6 months renewable
Post Number: N/A
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

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
FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting
The main aim of the FAO country offices, which are headed by an FAO Representative (FAOR) , is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. For the period 2022-2026, the FAO Office in Zimbabwe is supporting Government efforts through the Country Programme Framework (CPF) which is based on three pillars: (i) promotion of inclusive agrifood food systems; (ii) building resilience to climate change, agricultural treats and crisis (iii) support to the sustainable management of natural resources.

The purpose of this vacancy announcement is to build up a local pool of qualified applicants for the position of Administrative Assistant.

Reporting Lines
The Administrative Assistant will work under the overall supervision of the FAO Representative in Zimbabwe, and direct supervision of the International Administrative Officer.

Technical Focus
Administration and office support

Tasks and responsibilities
• Retrieves, enters, selects and analyses data from a wide variety of sources, including FAO’s corporate system and data bases; verifies accuracy of data documents and make necessary calculations.
• Assembles and reviews supporting documentation for processing Non-Staff Human Resource (NSHR), Travel or Financial actions in FAO’s corporate systems, while ensuring compliance with FAO’s rules and regulations.

• Maintains imprest accounts; reconciles expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitors project, programme and general office accounts.
• Maintains detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); makes disbursements from petty cash fund and balance accounts.
• Prepares routine correspondence of administrative nature; drafts correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintains local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.

• Maintains a filing system of administrative and financial documents.
• Maintains liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Supports the administration of personnel and equipment as well as protocol-related issues.
• Performs other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING;

Minimum Requirements
• Secondary school education. A University degree in Administration, Finance, Procurement, Human Resource Management or related field will be an added advantage
• Three (3) years of experience in administrative and office support work
• Working knowledge (Level C) of English
• National of Zimbabwe or a legal resident in the country

FAO Core Competencies

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

Technical Skills

• Good knowledge of the MS Office applications, Internet and office technology equipment.
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format
• Good knowledge of the communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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 or have queries, 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 other issues, 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.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• 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/
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your 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

TO APPLY

Click here to apply