Check your search results here

Administrative Assistant Job Vacancy - NGO

Food and Agriculture Organization of the United Nations
 
Vacancy Announcement No: FAO/01/2016
Position Title: Administrative Assistant

Grade Level: SC6
 
Contract Type: Service Contract

Duty Station: Hargeisa
 

Organizational Unit: FAO Somalia    
 
Duration: 3 months with possibility of extension 

Eligible Candidates: Somali nationals only

Anticipated start date: Immediately 

General description of tasks and objectives to be achieved:Under the overall supervision of the FAO Somalia Representative, and Operations; under the general supervision of the relevant head  divisions in FAO and the direct supervision of the  Field office Manager, the Administrative Assistant will be responsible for the following tasks:;
  • Play an operational and office assistance role to FAO programmes and projects and performs a variety of administrative functions of the office.
  • Carry out administrative duties, including assisting in travel arrangements, organizing meetings and events held in the country;  providing Logistical and Procurement clerical support as required;
  • Maintain a filing system of technical and administrative documents and correspondence. Assist in maintaining local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
  • Management of contracts in COIN (County Office Information Network) and HRMS (Human resources Management System). Monitoring and tracking of all transactions related to positions, recruitment, HR data, earnings/deductions, retroactivity, recoveries, adjustments and separations;
  • Organize to obtain work permits, visas, VAT exemptions, PRO-1B, UNLPs, IDs, security cards, business cards, and other pertinent documentation;
  • Management of recruitment processes including job descriptions and classification, vacancy announcement, initial screening of candidates, establishing interview panels, reviewing recommendations on recruitment. Oversight of recruitment under FAO Somalia projects;
  • Act as Secretary to the Staff Selection Committee Panel, draft, review and certification of submissions to the O.I.C. or his delegated;
  • Maintain Personnel files and HR documentation ensuring that all personnel information is on file (signed contracts, staff and dependent(s) data, PHF (Personal History Form) and copy of diplomas, UN security-related training requirements are met, medical clearance, etc.);
  • Compile, manage and maintain the annual leave planner and quarterly update;
  • Assisting in the processing of consultancy contracts.
  • Management of recruitment processes including job descriptions and classification, vacancy announcement, initial screening of candidates, establishing interview panels, reviewing recommendations on recruitment. Oversight of recruitment under FAO Somalia projects;
  • Any other assigned duties as required.
Minimum Requirements

Education:


Knowledge and Skills:
  • Diploma level education, including or supplemented by courses in general administration / travel operations or related training.
  • Good knowledge of travel operations procedures, initiative, good judgment and ability to organize office work and prepare correspondence on own initiative.
Work Experience:
  • Minimum of three years professional and relevant experience implementing livestock emergency interventions;
Technical Competencies
  • Strong management and supervision skills
  • Knowledge in Administrattion, HR and Logistics.
  • Ability to work effectively with people of different national and cultural backgrounds, good knowledge of computers especially Microsoft office package and data analysis software.
  • Excellent communication and writing skills and ability to work independently as well as a team.
Languages:
  • Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.
IT Skills:
  • Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
  • 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.
Office Management Skills:
  • Systematic, well-structured and efficient approach to work assignments. 
  • Analytical ability, accuracy and consistency. 
  • Exercise diligence and care in dealing with records and expenditures.
Interpersonal Communications and Teamwork Skills:
  • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. 
  • Tact and courtesy. 
  • Ability to establish and maintain effective working relationships with people of different national and cultural background.  
How to Apply: 

Interested applicants are required to submit (1) a covering letter, (2) detailed Curriculum Vitae and (3) Personal Profile form (PPF) from FAO iRecruitment. 

To create the PPF, please follow the instructions available at:http://www.fao.org/employment/irecruitment-access/en/ 

In order for your application to be properly evaluated, please ensure that all sections of the on-line profile are completed.

Please send your application to HR-Somalia@fao.org quoting the Position Title and Vacancy Announcement No. “Administrative Assistant FAO/01/ 2016 in the subject heading. 
 

Deadline for Application: 15 February 2016    

Applications received after the closing date and applications without all the specified / required documents will not be given consideration. 

Only short listed candidates will be contacted. 

Female applicants are encouraged to apply.

DO NOT MISS to Subscribe below for the latest jobs to your EMAIL for FREE

Enter your email address:

Delivered by FeedBurner

Want to know the latest news, read great articles, features, jobs and careers? Then click here