National Project Personne

Under the overall supervision of the FAO Representative (FAOR) in Nepal, the Administrative Assistant will report to one or more professional staff and receives guidance from an Administrative Assistant/Associate (to be adapted in the VA: state title/s of supervisor/s). 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.

The Administrative Assistant usually interact with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services and will support in the implementation of the country office activities on a day-to-day basis timely and efficient delivery of office support services and on the overall output of the work unit.

Responsibilities:

• Retrieve, enter, select, and analyze data from a wide variety of sources, including FAO’s corporate system and databases; verify accuracy of data documents; make necessary calculations.
• Support to assemble and review 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 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 support to other HR related administrative duties
• Sort and organize, for appropriate action, various requests from staff members for immigration and visa-related services.
• Arrange and facilitate protocol, visa, and immigration related services for FAO staff and non-staff members and guests by assisting with the acquisition of resident permits, visas and other required immigration or travel documents.
• Advise staff on the visa and immigration requirements of the Host Country; process visas for delegates or FAO travelers from countries where FAO has no diplomatic representation; proof-read visa applications.
• Draft Note Verbale, documents and routine correspondence on the above.
• Maintain an electronic database and an updated filing system of relevant information to track the expiry dates of documents and visas to remind the relevant staff member to initiate action for renewal of the same in good time.
• Arrange airport pick-up service of high-level officials and assist in expediting of customs and immigration procedures, as necessary; provide other protocol services to high-level officials.
• Obtain offers from suppliers and contractors in relation to minor official purchases, maintenance services, printing, etc. and draft relevant minor contracts, in collaboration with other colleagues.
• Undertake the renewal of car licenses with the authorities concerned.
• Perform other related duties as required.

Candidates Will Be Assessed Against The Following :

Minimum Requirements:   

• National of Federal Democratic Republic of Nepal.
• Bachelor’s degree in management/business administration.
• At least three years of work experience in the administrative and office support work.
• Working knowledge (level C) of English both in written and spoken.

Technical/Functional Skills:

• Good knowledge of 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.

Selection Criteria :

• Good knowledge of computer operation of the MS Office applications, Internet and office technology equipment
• Extent of technical and practical experience on the day-to-day operational activities of the project or programmes.
• Communication, writing and presentation skills in English and Nepali.
• Ability to work with a multidisciplinary and multicultural team.
• Prior work experience with UN agencies, development partners, banks, and government of Nepal.
• High degree of team ethics, well-organized, result focused and dynamic personality

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2401677