Overview
Performs administrative transactions and office support functions to ensure the smooth and efficient running of the work unit. Contributes to the timely and efficient delivery of office support services and the overall output of the work unit.
Key Responsibilities
- Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate system and databases; verify accuracy of data documents; make necessary calculations.
- Assemble and review supporting documentation for processing affiliate workforce, 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 an 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.
Required Experience
Three years of experience in administrative and office support work.
Qualifications
Secondary school education.
