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Organizational Setting
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger and malnutrition. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist
governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
Reporting Lines
The incumbent works under the overall supervision of the FAO Representative, and the direct supervision of the AFAOR – Administration as functional supervisor. The incumbent will work autonomously and proactively, prioritizing the most urgent and important tasks. Supervision received is focused on the quality of work outputs.
Technical Focus
The Administrative Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
Impact of work: The incumbent’s work impact on the timely and efficient delivery of the immediate work unit’s programme.
Tasks and responsibilities
The incumbent, through his/her work, will contribute to implementation of the project activities among which include:
• Generate and process invoices and payments in GRMS and Straight2Bank platform
• Ensure that all supporting documents and information required to justify payment, including receipts, banking details are complete before releasing payments
• Settle invoices and claims after verification of supporting documents
• Assist in the preparation of bank reconciliations and monthly management reports
• Provide travel assistance and arrangements for staff based on the organization’s rules and policies
• Liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel
• Process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements
• Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action
• Assist staff on issues relating to related administrative matters such as visas, security clearance, documentation procedures, etc.
• Process Travel Authorizations for Non-Staff Travelers
• Any other tasks as assigned under admin unit
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• Bachelor of Science degree with finance knowledge
• At least three years of accounting, administrative and travel management experience.
• Working knowledge of English as a language
• National of Zambia.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Very good knowledge of the communication and documentation standards
• Very good knowledge of corporate computerized financial systems and administrative procedures and policies
• Very good knowledge of the organizational structure
ADDITIONAL INFORMATION
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
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