FAO is recruiting 01 Administrative Assistant

FAO is recruiting 01 Administrative Assistant

Job Description: 1901750

Administrative Assistant

Closure Date: 01/Aug/2019, 3:59:00 AM

Organizational Unit: FRBKF

Type of Requisition: NPP (National Project Personnel)

Grade Level: N/A

Primary Location: Burkina Faso-Ouagadougou

Duration: 6 months (with possibility of extension depending on available funds)

Post Number: N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.

Qualified female applicants are encouraged to apply.

People with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidentiality.

Organizational framework

As part of its Global Health Security Program for the fight against zoonoses and animal diseases, the United States Agency for International Development (USAID) has granted funding to FAO to support the fight against animal diseases. emerging and re-emerging species with high zoonotic potential. The FAO component through its Emergency Center for the fight against Transboundary Animal Diseases (FAO-ECTAD) includes several projects which will be implemented in Burkina Faso such as the GHSA Program (Global Health Security Agenda) and the Sustainable Livestock Project by 2050 (ASL 2050).

Hierarchical position

Under the general supervision of the Head of the Emergency Operations Service and the Operations Officer (TCE/HQ), the functional and administrative supervision of the FAO Representative in Burkina Faso, the direct supervision of the Assistant to the Representative/Charge of Administration, the Head of the ECTAD Burkina Faso Team and in collaboration with the Regional Manager of ECTAD Operations for West and Central Africa, the administrative and operational staff of the FAO Representation in Burkina Faso.

Area of ​​specialization

Administration

Duties and Responsibilities

As part of the activities of the FAO Emergency Center for the fight against transboundary animal diseases (FAO-ECTAD), under the general supervision of the FAO Representative, the direct supervision of the ECTAD Burkina Team Leader, and in collaboration with the ECTAD Burkina Operations Manager, national consultants, administrative and operational staff of the FAO Representation in Burkina Faso, the Administrative Assistant will be entrusted with the following tasks:

Assist the Operations Manager in all aspects (administrative, logistical, financial) related to the implementation of ECTAD projects.

Maintain a document archiving system in paper and electronic format, draft correspondence, receive and record correspondence;

Answer telephone calls and routine requests, make appointments, receive and direct visitors to the appropriate colleagues;

Contribute to the preparation of monthly cash accounts by recording expenses and receipts (purchase orders, Excel table, etc.), monthly financial reports on the budget and expenses of current projects;

Contribute to the writing and editing of project reports, progress reports and other reports; Prepare the minutes of the EPT2 Program meetings in Burkina;

In collaboration with the ECTAD Burkina team, and the FAO Administration in Burkina Faso, finalize the administrative documents (contracts, protocols of understanding, Terms of Reference, tender documents, purchase orders, etc. )

Assist in the purchase of office supplies and equipment (including assistance with customs clearance), monitoring and control of inventories and ensuring the receipt, storage, conservation, correct use and transportation of equipment and supplies purchased;

Check the conformity of invoices submitted by suppliers and submit them to the head of the ECTAD Team for authorization of payment;

Supervise and update the inventory of office equipment and materials; Ensure the supply of materials/equipment for the ECTAD office such as stationery, electricity, water, transport (if applicable);

Maintain the directory of interlocutors and partners, Government officials, and staff of services and organizations in relation to the activities of the ECTAD program;

When authorized, make disbursements of petty cash funds and maintain a record of these disbursements as necessary;

Provide support in the collection and processing of financial and activity data;

Assist in the organization of workshops, meetings and training, including the preparation of travel authorizations (TAs), flight ticket requests, accommodation of participants etc.

Arrange travel and hotel reservations, prepare travel authorization forms and gather all relevant information for the trip; apply for security visas and at the end of the mission prepare the various TECs;

Monitor the contracts of international and national staff of the ECTAD office;

Provide information on general administrative matters to newly assigned staff;

Perform other related tasks as required.

CANDIDATES WILL BE SELECTED BASED ON THE FOLLOWING CRITERIA:

Minimum conditions to be met Value

Diploma of University Studies (Bac + 2). Training in the field of Administration would be an asset.

At least three (03) years of professional experience in the field of administrative work (including classification and processing of information).

Be of Burkinabè nationality;

Perfect knowledge of French (written/spoken); knowledge of English (written/spoken) would be an advantage

Key skills

Be results-oriented

Team spirit

Communicate

Build constructive relationships.

Knowledge sharing and continuous improvement

Technical/Functional Qualifications

Professional experience in an International Organization would be an asset.

Good knowledge of IT tools (Excel, Power Point, MS office and other software).

Selection criteria

Good judgment, integrity, sense of initiative, high sense of responsibility and work organization;

Good analytical mind, good ability to work under pressure, ability to organize priorities;

Good ability to effectively and regularly exchange relevant information both inside and outside the organization;

Proven ability to work in a team in a multicultural environment and regularly maintain harmonious and effective working relationships both inside and outside the organization;

Knowledge of the United Nations system would be an asset.

FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)

Incomplete applications will not be considered. If you need help please contact: Careers@fao.org

Applications received after the closing date will not be accepted

Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages ​​indicated in the online applications

Please note that all candidates should adhere to FAO Values ​​of Commitment to FAO, Respect for All and Integrity and Transparency.

HOW TO APPLY

Candidates are requested to attach a letter of motivation to the online profile.

We encourage applicants to submit the application well before the deadline date.

FAO IS A NON-SMOKING ENVIRONMENT

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