Temporary Office Support (Multiple profiles)

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind. The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.

The Subregional Office is a subsidiary of the FAO Regional Office for Asia and the Pacific (RAP).

The objective of the Call for Expression of Interest is to attract talent in different administrative areas for the Sub Regional Office for the Pacific. The Call will create a pool of Applicants that will be used to identify candidates to be hired under National Personal Services Agreement (PSA.NAT). Below there are some examples of different functional areas covered by the roster call:

Reporting Lines

The incumbent reports to one or more Professional Staff Officers International Consultants and receives guidance from other colleagues in the work unit.

Technical Focus

The incumbent performs a large variety of routine operational, administrative, and logistics services and office support functions. He/she contributes to the smooth and efficient running of the work unit and delivery of the organizational unit's programme and projects.

• Office and Administrative Support
• Finance Support
• Human Resources Support
• Procurement Support
• Travel and Administrative services Support
• Programme and Operations Support

Tasks and responsibilities

The incumbent will perform the following tasks:

Office and Administrative Support

• Manage petty cash, accounts, utilities, and financial records.
• Maintain assets, inventory, stationery, and administrative files.
• Coordinate local and international travel, including registrations, payments, and refunds.
• Support office communications and administrative operations.
• Retrieve, verify, and maintain financial and administrative data.
• Support recruitment and coordination of affiliate workforce.
• Prepare routine administrative and financial correspondence.
• Support front desk, visitor reception, and mail distribution.

Finance Support

• Manage petty cash, imprest accounts, financial records, and transactions (under the supervision of the Budget Holder)
• Monitor budgets, expenditures, and prepare financial reports.
• Review and process vendor, consultant, and project payments.
• Support project payments, allowances, and budget performance monitoring.
• Provide financial guidance and support to staff and improve office procedures.

Human Resources Support

• Support the overall hiring plan for hiring of national and international affiliate workforce.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
• Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
• Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
• Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
• Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
• Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization's values and commitments.
• Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, and innovation.
• Assist in the performance evaluation process of national and international consultants, providing logistical and administrative support for the preparation and recording of their performance evaluation reports (QAR).
• Maintain confidentiality and handle sensitive information with discretion.

Procurement Support

• Manage procurement processes in line with FAO rules, procedures, and donor requirements.
• Review requisitions, create and manage POs/contracts in GRMS, and maintain supplier records.
• Conduct market research, tenders, bid evaluations, and supplier selection.
• Coordinate procurement, deliveries, contracts, and supplier performance.
• Support procurement committees, prepare reports, and maintain accurate records.
• Provide procurement guidance to project teams and requisitioning units.
• Monitor procurement plans, budgets, compliance, and contractual obligations.

Travel and Administrative services Support

• Plan and coordinate official travel and ticketing with travel agents.
• Review travel authorizations, expense claims, entitlements, lump-sum payments, refunds, and recoveries.
• Ensure compliance with FAO travel policies and provide guidance to staff.
• Process and reconcile travel payments, recoveries, and accounting adjustments.
• Resolve travel-related queries, rejected transactions, and outstanding claims.
• Support Finance with consultants’ travel deductions and honoraria payments.

Programme and Operations Support

• Assist with project planning, implementation, monitoring, and reporting.
• Assist with work plans, budgets, procurement, contracts, and staffing. (under the supervision of the Budget Holder)
• Ensure financial compliance, reporting, communication, and EU visibility.
• Assist with project reviews, coordination meetings, and timely closure.
• Support field activities, training, and farmer engagement
• Collect field data and document results, photos, and feedback.
• Prepare monthly progress reports.
• Support implementation of GCP projects and development of new TCPs.
• Provide technical and coordination support across one of FAO field portfolio.
• Provide administrative and operational support for project activities.
• Coordinate procurement, contracts, travel, recruitment, and payment processes.
• Maintain project, financial, and procurement records in FAO systems.
• Monitor budgets, expenditures, work plans, procurement plans, and project progress.
• Liaise with internal project teams, and FAO support units.
• Support reporting, audits, and timely project closure.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Completed Secondary School Education
• A minimum of two years of relevant experience in Administration, Project, Agriculture, Finance, Travel, Human Resources, Procurement, or related areas
• Working knowledge (level C) of English.
• National of the country of assignment within the Pacific Islands 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

• Knowledge of corporate computerized Financial / Travel / Human Resources systems, administrative procedures and policies.
• Good communication skills (both oral and written) in English and willing to work with diverse team and background.
• Be able to learn new knowledge, skills and adaptable to changes and new work environment.
• Knowledge of the MS Office applications, internet and office technology equipment.
• Proficiency in corporate electronic databases and systems would be an asset