Administrative Support Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Regional Office for the Near East and North Africa (RNE) leads FAO’s efforts to address regional priorities related to food security, agriculture and rural development through the planning, coordination and implementation of programmes and projects across the region. In support of these activities, the Administrative Support Specialist provides administrative and operational assistance to ensure the efficient functioning of the Office. This includes supporting day-to-day office operations, coordinating meetings and events, maintaining records and correspondence, assisting with travel and logistics arrangements, facilitating communication with internal and external stakeholders, and providing administrative support to the implementation and monitoring of regional programmes and initiatives. The role contributes to the smooth delivery of RNE’s mandate by ensuring effective administrative coordination and compliance with FAO policies and procedures.

The post is located in the Regional Office for the Near East and North Africa (RNE) in Cairo, Egypt.

Reporting Lines

The Administrative Support Specialist reports to one or more professional staff and receives guidance from fellow affiliate personnel and/or administrative support staff members. He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures and interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.

Technical Focus

The Administrative Support Specialist performs a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Tasks and responsibilities

• Provide comprehensive administrative and office support to the assigned officer and team, including managing correspondence, maintaining records and files, screening communications, scheduling appointments, and responding to routine inquiries.
• Coordinate travel arrangements for staff and affiliate workforce, including preparation and processing of travel authorizations, claims, and related logistics.
• Review, distribute, and track incoming correspondence and documentation, ensuring timely follow-up on pending actions and compliance with established procedures.
• Draft, proofread, edit, and format routine correspondence, reports, presentations, and other documents, ensuring accuracy and compliance with organizational standards.
• Initiate and process administrative actions within corporate systems related to general administration, procurement, finance, human resources, and travel.
• Support human resources and recruitment activities, including the administrative processing of vacancy announcements and consultant contracts.
• Compile, organize, and maintain information, databases, mailing lists, spreadsheets, and reference materials to facilitate reporting and operational activities.
• Maintain both electronic and physical filing systems, ensuring records are accurate, accessible, and up to date.
• Coordinate and monitor administrative processes and workflows, proactively following up with stakeholders to ensure timely completion of actions and deliverables.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High School diploma or University degree in Business Administration, Public Administration, Management, Administrative Sciences, Human Resources, or a related field.
• At least one year of experience in administrative support, office management or operational support functions, including experience in travel administration, records management, workflow tracking, and the processing of administrative transactions in a corporate environment.
• Working knowledge (level C) of Arabic and Intermediate knowledge (level B) of English.
• National of Egypt or resident of the country with a valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Experience providing administrative support within a multilateral organization, international organization, or large decentralized institution.
• Demonstrated experience using ERP or enterprise management systems for processing administrative, travel, procurement, finance, or human resources transactions.
• Demonstrated experience in programme and project support, meeting and event coordination, travel and logistics administration is an asset.
• Demonstrated experience providing administrative support to human resources processes, monitoring workflow coordination involving multiple stakeholders, and drafting official correspondence, reports, and presentations in English would be considered an asset.