Admin Assistant

Job Description

JOB TITLE: Administrative Assistant

GRADE LEVEL: G-4

DUTY STATION: Kathmandu, Nepal

ORGANIZATIONAL UNIT: FANEP

DURATION: Fixed Term, non-continuing>1 year

POST NUMBER: 0133507

CCOG CODE: 2.1.02

Organizational Settling
The main aim of the FAO country offices, which are headed by an FAO Representative, 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.
 

Main Purpose
The Administrative Assistant performs a large variety of routine administrative transaction and office support functions contributing to the smooth and efficient running of the work unit.
 

Supervision Received/Exercised
The Administrative Assistant works under the general supervision of the FAO Representative and the direct supervision of the Assistant FAOR (Administration). He/she acts independently in routine matters. Supervision received is focused on the quality of work performed and provides for on-the-job learning.
 

Working Relationships
The Administrative Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.
Key Functions/Results

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases; verify accuracy of data documents; make necessary calculations.
• Maintain imprest accounts; reconcile 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; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain 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.).
• Support the administration of personnel and equipment.
• Perform other related duties as required.

Impact of work
The incumbent’s work impacts on the timely and efficient delivery of office support services and on
the overall output of the work unit.
 

MINIMUM REQUIREMENTS – candidates will be assessed against the following
 

Education: Secondary school education
Experience: Three years of experience in administrative and office support work
Languages: Working knowledge (level C) of the FAO of English and Nepali is required.
IT 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.
 

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

Technical Skills: Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
 

DESIRABLE QUALIFICATIONS AND SKILLS – OPTIONAL
• Familiarity with filing systems
• Good knowledge of FAO’s 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

• All candidates should possess computer/word processing skills
• Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-Based interview
• Please note that FAO will only consider academic credentials or degrees obtained from an educational institutions recognised in the IAU/UNESCO list.
• Candidates may be requested to provide performance assessments

REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and\benefits, click on the following link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm

Apply Instructions

Internal candidates of FAO are invited to complete ADM75. The vacancy announcement number must be quoted in the ADM75. Other candidates can submit their CV or PH form which can be downloaded from website address: http://www.fao.org/nepal/en. Applications to be submitted to the FAO Representative, FAO Representative's Office, UN House, Pulchowk, Kathmandu, Nepal in a sealed envelope indicating “Application for the post of Administrative Assistant”.

You can also apply electronically to the email address: FAO-NP@fao.org no later than 23 August 2016 at 1700 hrs.

Women and people from disadvantaged and minority groups are especially encouraged to apply
Only short-listed applicants will be interviewed and have to sit for a proficiency test.

No telephone enquiries

FAO IS A NON-SMOKING ENVIRONMENT

This Job is expired. The Company is no longer accepting applications for this position.