Organizational Setting

The Food and Agriculture Organization (FAO) of the United Nations leads international efforts to defeat hunger and improve food security. FAO supports countries in achieving sustainable agricultural development and ensuring food security for all.

The Administrative Clerk will support the FAO Representation in Sudan by providing efficient administrative and operational services to facilitate the smooth implementation of programme activities.

Reporting Lines

The Admin Clerk position is under the overall supervision of the FAO Representative in the Sudan and the direct supervision of the Assistant FAOR (Admin)

Technical Focus

Administrative and operational support services including office management, travel coordination, finance support, inventory management, and protocol services in line with FAO rules and procedures.

Tasks and responsibilities

The incumbent will undertake the following tasks:
•     Provide day-to-day administrative and clerical support to the office. 
•     Maintain filing systems (electronic and hard copy) in line with FAO standards. 
•     Draft routine correspondence and support documentation processes. 
•     Support organization of meetings, workshops, and office events. 
•     Ensure proper maintenance of office premises and coordinate repairs and services. 
•     Monitor office supplies and ensure timely replenishment. 
•     Assist in travel arrangements including preparation of Travel Authorizations (TA), bookings, and follow-up. 
•     Support travel claims and documentation in compliance with FAO procedures. 
•     Assist in processing invoices, payments, and petty cash transactions. 
•     Maintain proper financial records and follow up on pending payments. 
•     Maintain and update inventory and asset records; conduct periodic physical verification. 
•     Provide protocol support during official meetings, missions, and visits. 
•     Liaise with internal and external stakeholders as required. 
•     Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     University degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in Business Administration, Management, or related field (or diploma with additional relevant experience).
•     Minimum 2 years of relevant experience in administrative or clerical work.
•     Working knowledge (Level C) of English and Arabic.
•     National of Sudan.

Technical/Functional Skills

•     Experience in administrative, logistics, or office support services.
•     Familiarity with financial and administrative procedures.
•     Proficiency in MS Office applications (Word, Excel, Outlook).
•     Strong organizational and multitasking skills.
•     Ability to work efficiently under pressure.

FAO Core Competencies

•     Results Focus
•     Teamwork
•     Communication
•     Building Effective Relationships
•     Knowledge Sharing and Continuous Improvement
 

ADDITIONAL INFORMATION