Overview
Provide administrative, logistical, and documentation support to ensure smooth execution of project activities, compliance with procedures, and audit readiness for the EU-funded Oil Palm Value Chain Improvement Project.
Key Responsibilities
- Provide day-to-day administrative support to the project team.
- Establish and maintain structured filing systems (electronic and physical).
- Draft, format, and process correspondence, memos, and reports.
- Ensure proper archiving of project documentation.
- Support the organization of trainings, capacity-building sessions, and stakeholder meetings.
- Coordinate travel arrangements.
- Prepare attendance sheets, mission documentation, and meeting minutes.
- Assist in processing payments, advances, reimbursements, and field activity liquidations.
- Support budget tracking and expenditure monitoring.
- Assist in reconciliation processes and follow-up of pending transactions.
- Assist in preparation of purchase requests and procurement documentation.
- Follow up on procurement processes and delivery of goods/services.
- Maintain records of procurement actions and contracts.
- Facilitate communication between FAO, implementing partners, and stakeholders.
- Track correspondence and ensure timely follow-up.
- Support coordination with district-level actors and field teams.
- Support preparation of administrative and operational inputs for reports.
- Maintain updated databases on trainings, participants, beneficiaries, and project activities.
- Provide administrative and logistical support for field missions.
- Ensure all administrative processes comply with FAO and EU donor requirements.
- Support implementation of internal control measures.
- Maintain audit-ready documentation and records.
- Assist in audit processes and responses to queries.
Required Experience
- Minimum 5 years of relevant experience in administration, operations, or project support.
- Experience in donor-funded projects (EU-funded projects highly desirable).
- Experience with FAO or UN systems is an advantage.
Qualifications
• Bachelor’s degree in Business Administration, Public Administration, Management, or related field.
