Administrative Assistant Job Vacancy - NGO

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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


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.
  • 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: 

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 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.

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