Overview
Provide administrative, logistical, operational, and office support services to facilitate effective implementation of FAO programme and project activities.
Key Responsibilities
- Provide administrative and clerical support for programme and project implementation.
- Draft, type, format, and file correspondence, letters, reports, meeting minutes, and other official documents.
- Maintain proper filing systems, both electronic and hard copy, ensuring accurate documentation and confidentiality.
- Receive, screen, and route incoming correspondence, telephone calls, and visitors appropriately.
- Support photocopying, scanning, printing, binding, and distribution of documents and materials.
- Monitor office supply inventory and coordinate replenishment of stationery and office consumables.
- Assist in maintaining office facilities, meeting rooms, and office equipment in good working conditions.
- Coordinate incoming and outgoing mail, courier services, and document dispatch.
- Assist in ensuring a clean, organized, and functional office environment.
- Coordinate logistical arrangements for meetings, workshops, trainings, conferences, and field missions.
- Arrange travel authorizations, flight bookings, accommodation, transportation, visas, and related logistics for staff, consultants, and participants.
- Create vendors, Travel Authorizations (TAs), and Travel Expense Claims (TECs) in the FAO Global Resource Management System (GRMS).
- Compile and verify supporting documents for payments, travel claims, workshop expenses, and liquidation of advances in compliance with FAO rules and procedures.
- Coordinate workshop venues, catering services, interpretation services, and meeting facilities.
- Prepare and distribute workshop materials, agendas, attendance sheets, and meeting packages.
- Support field missions and operational activities, including transportation and logistics coordination.
- Coordinate vehicle requests, drivers’ schedules, and transportation arrangements for official activities.
- Liaise with hotels, transport providers, suppliers, and other service providers to support operational activities.
- Support inventory management, asset tracking, and maintenance records for office and project equipment.
- Prepare procurement requests, requests for quotations, bid documentation, and vendor communications.
- Support collection and verification of supporting documents for procurement and payment processing.
- Assist in preparing operational and activity-related payment documentation.
- Maintain procurement and financial records and ensure proper filing of supporting documents.
- Assist in compiling administrative and operational cost estimates for meetings, workshops, travel, and logistical activities as required.
- Liaise with government counterparts, project partners, service providers, and stakeholders on administrative and logistics matters.
- Coordinate internal communication and administrative follow-up related to programme implementation.
- Support scheduling of meetings, appointments, and project activities.
- Provide administrative and logistical support during official meetings, workshops, training sessions, and events.
- Support communication and coordination between project teams and operational units.
Required Experience
Minimum of 2 years of experience in general project/office administrative, operations activities related to procurement, and financial support.
Qualifications
University Degree in Administration, Finance, Accounting, Economics, or related field.
