Overview
The Administrative Specialist will provide support to the project team to manage the Agriculture and Land Component, ensuring effective day-to-day operations.
Key Responsibilities
- Carry out administrative functions, including drafting and reviewing Terms of Reference (TORs) for project personnel; support the hiring of national and international affiliate workforce; initiate and follow up on GRMS-related actions;
- Support tender evaluation processes, including coordination of evaluation documentation, and reporting;
- Monitor and maintain records of outposted petty cash expenditures;
- Provide logistical and travel support to the project, including processing local travel requests and ensuring timely submission of Back-to-Office Reports (BTORs) and Travel Expense Claims (TECs);
- Provide guidance and support to the Project Team and field offices on FAO administrative procedures and requirements;
- Support the Project Team in maintaining effective communication, filing systems, and workflow related to administrative activities;
- Support project communication activities in coordination with FAO communication staff, including logistical and administrative arrangements for visibility, outreach, and events;
- Manage official correspondence and maintain proper filing and archiving systems;
- Ensure FAO premises are maintained in good working condition;
- Support the organization of workshops, trainings, and meetings;
- Maintain project assets and inventory in good condition, ensuring accurate records of custodianship, location, physical verification, and year-end inventory stock-taking, and facilitate timely disposal in line with FAO procedures;
- Assist in the organization of Project meetings and Project Steering Committee (PSC) meetings;
- Support the Project Manager and technical experts in the day-to-day operation and maintenance of project vehicles;
- Perform any other duties within the incumbent’s technical competence as may be requested by FAOR, AFAOR and NPM.
Required Experience
- A minimum of 5 years of working experience in management, business administration, accounting or a related field
- Experience managing the administration, finances and procurements of large projects
- Experience in the UN system is an asset
- In-depth knowledge of programme and project management is considered a strong asset
Qualifications
- At least bachelor degree in management, business administration, accounting or a related field and/or professional certification
- Master’s degree is considered an asset
