Recrutement de 01 Administrative Assistant

Expérience: 3 ans
Expire le: 09-11-2023

FAO
Yaounde, Cameroun
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Job Description - Administrative Assistant (2303269)

Job Description

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2303269

Administrative Assistant

Job Posting: 26/Oct/2023
Closure Date: 09/Nov/2023, 11:59:00 PM
Organizational Unit: FRCMR
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-4
Primary Location: Cameroon-Yaounde
Duration: Fixed-term: 2 years with possibility of extension
Post Number: 1074873
CCOG Code: 2102
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

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.

Organizational Setting
The FAO Partnership and Liaison Office in Cameroon (FRCMR) is a country office working with the government, national stakeholders and international organizations to develop policies, programmes and projects to achieve food security, to develop the agricultural, fisheries and forestry sectors, and to promote the sustainable use of environmental and natural resources.

The post is located in the FAO Partnership and Liaison Office in Yaounde, Cameroon.

Main Purpose
The Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised
The Administrative Assistant reports to the Assistant FAO Representative (Administration), and receives guidance from a higher-graded Administrative Assistant. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships
The Administrative Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results
• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate systems and data bases; verify accuracy of data documents; make necessary calculations.
• Assemble and review supporting documentation for processing affiliate workforce’s contracts , travel or financial actions in FAO’s corporate systems, while ensuring compliance with FAO’s rules and regulations.
• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Support the administration of personnel and equipment as well as protocol-related issues.
• Assist in duties related to recruitment, payroll, staff development, and other HR administrative duties
• Perform other related duties as required.

Impact of Work
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
Education: Secondary school education.
Experience: Three years of experience in administrative and office support work.
Languages: Working knowledge (proficient – level C) of French and limited knowledge (intermediate – level B) of English.
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

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

Technical Skills
• Good knowledge of the communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/Human Resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency



FAO IS A NON-SMOKING ENVIRONMENT