Overview
Provide administrative, operational, and coordination support to ensure efficient implementation of project activities, compliance with FAO and donor requirements, proper documentation and reporting, and effective coordination with stakeholders.
Key Responsibilities
- Provide day-to-day administrative support to the project team;
- Establish and maintain structured filing systems (electronic and hard copy);
- Draft, format, and proofread official correspondence and reports;
- Ensure proper documentation and archiving of project records;
- Support organization of workshops, trainings, MSP meetings, and consultations;
- Coordinate travel arrangements (flights, accommodation, DSA processing);
- Prepare agendas, attendance sheets, and meeting minutes;
- Ensure proper documentation and evidence of all events;
- Assist in processing payments, advances, and reimbursements;
- Support procurement processes and tracking of deliveries;
- Maintain expenditure records and support budget monitoring;
- Ensure compliance with FAO and World Bank financial procedures;
- Support preparation of inception, progress, and periodic reports;
- Track implementation of activities against the approved workplan;
- Maintain updated databases on activities, participants, and outputs;
- Ensure completeness and accuracy of project documentation;
- Facilitate communication between FAO, government counterparts, and partners;
- Track correspondence and ensure timely follow-up;
- Support organization of coordination meetings and stakeholder engagements;
- Maintain project databases and contact lists;
- Support data entry and validation for monitoring purposes;
- Ensure confidentiality and proper handling of sensitive information;
- Provide administrative and logistical support for field missions;
- Support coordination of field teams and local stakeholders;
- Ensure proper documentation of field activities;
- Ensure adherence to FAO rules and World Bank requirements;
- Support documentation related to safeguards and grievance mechanisms;
- Maintain audit-ready records for internal and external reviews.
Required Experience
- Minimum 5 years of relevant experience in administrative and operational support.
- Experience in donor-funded or international development projects is an asset.
- Experience with FAO or UN systems is an advantage.
Qualifications
• Bachelor’s degree in Business Administration, Public Administration, Management, or related field.
