National Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is the United Nations agency leading international efforts to defeat hunger and improve nutrition and food security, while promoting sustainable agriculture and the sustainable management of natural resources. FAO Papua New Guinea (PNG) supports programme and project delivery through effective country-office management and operational support.

The National Administrative Assistant provides executive, administrative and protocol support to the Head of Office, while also supporting the effective administrative and operational functioning of FAO PNG across its programme and project portfolio. The position supports the Head of Office as well as  selected logistics, procurement, financial administration, office management and project coordination support functions to projects.

Reporting Lines

The incumbent works under the direct supervision of the Head of Office (HoO) and reports directly to the HoO.

Technical Focus

Provide executive, administrative, secretarial and protocol support to the Head of Office, including management of calendars and correspondence, communication, travel and security arrangements, transport, meetings, records and official visitors. In addition, provide administrative and operational support to FAO PNG programmes and projects, including logistics and event coordination, procurement documentation and follow-up, financial and travel administration, asset and inventory records, office management, and liaison with internal and external stakeholders, in accordance with FAO rules and procedures.

Tasks and responsibilities

• Provide comprehensive administrative, secretarial and clerical support to the Head of Office, including carrying out assigned errands and following up on tasks to ensure timely completion.
• Manage the Head of Office’s calendar and appointments; schedule meetings and events; prepare agendas and, as required, take minutes and follow up on action points.
• Screen and manage the Head of Office’s correspondence, draft emails and other routine communications, and monitor relevant FAO PNG email accounts, flagging requests requiring the Head of Office’s review or clearance.
• Act as a focal point for internal and external communications on behalf of the Head of Office, as required, and receive and direct official telephone calls and visitors.
• Liaise with office drivers to arrange transport for the Head of Office and coordinate official protocol arrangements, including airport reception and assistance with immigration or customs formalities when required.
• Arrange official travel for the Head of Office and other staff as assigned, including travel authorizations, security clearances and related logistics.
• Collate and maintain Management Team information, official documents, correspondence and records in organized electronic and physical filing systems, ensuring appropriate retrieval and confidentiality.
• Provide clerical support, including scanning, photocopying, binding, filing and preparation of official documents.
• Coordinate logistics for workshops, training sessions, stakeholder meetings and field missions, including venues, catering, equipment, participant arrangements and transport.
• Support the movement and delivery of programme/project inputs, equipment and materials; coordinate with suppliers, service providers and contractors to follow up on delivery of goods and services.
• Assist with payment requests, advances and expense claims; maintain petty cash records where applicable; reconcile expenditures; track expenditure against budget lines; flag variances; and compile supporting documentation for financial reporting and audit purposes.
• Coordinate, update and maintain FAO PNG travel plans, and follow up with project and programme teams ensuring proper planning and compliance with FAO travel policies and procedures.
• Prepare and process travel authorizations and travel claims for staff and consultants, as assigned.
• Record travel arrangements in the applicable FAO systems, including GRMS; submit UNDSS TRIP clearances where required; and follow up on Local Travel Authorizations (LTAs), Travel Expense Claims (TECs) and settlements for domestic and international missions, as assigned.
• Maintain records of office and project assets, equipment and supplies and support periodic inventory checks and physical verification.
• Maintain records of obsolete, damaged or unused items and support the approved disposal process, including documentation for items to be donated to government counterparts, partners or beneficiaries.
• Maintain and update stock and inventory records in COIN and supporting spreadsheets; support the annual Physical Asset Verification exercise and prepare or contribute to the Physical Asset Verification Report and Inventory Quantity Report.
• Support day-to-day office management, including monitoring office supplies, utilities and maintenance needs, and coordinating administrative matters with relevant FAO PNG colleagues.
• Maintain complete fleet-management records, including fuel dockets and fuel consumption data; compile, verify and reconcile fuel information, identify discrepancies and submit periodic fuel-consumption reports to the supervisor.
• Support the coordination of FAO project teams andprovide administrative and operational support to other FAO PNG projects as directed by the Head of Office.
• Issue monthly staff data credits and monitor shared office accounts or related administrative arrangements, as assigned.
• Provide backup administrative support as required and perform other related duties assigned by the Head of Office.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• University degree in Business Management, Business Administration or a related field.
• At least five (5) years of relevant experience in a personal assistant, executive support or administrative role.
  o    Experience supporting programme/project operations, procurement, finance or logistics is an advantage.
  o    Relevant administrative and programme support experience is an asset.
• Working knowledge of English
• National of Papua New Guinea or resident in Papua New Guinea with a valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Strong interpersonal and teamwork skills, including the ability to work effectively in a multicultural environment and coordinate with government and partner organizations.
• Excellent written and oral communication skills in English, including drafting clear correspondence and maintaining accurate records.
• Proficiency in standard office software, including Microsoft Word, Excel and Outlook.
• Strong organizational and time-management skills, attention to detail, discretion and the ability to handle confidential information.
• Experience in procurement documentation, financial administration, travel processing, logistics or office management is an advantage.
• Ability to prioritize competing requests, solve routine operational problems and meet deadlines under pressure.
• Experience working with development projects, UN agencies, international organizations or NGOs is desirable.
• Familiarity with Papua New Guinea and local stakeholder context is desirable;
• Tok Pisin language skills are an advantage.