Administrative Assistant

Organizational Setting

This position is located in the Programme Management Unit (PMU) of the FAO UTF Technical Cooperation Programme in Riyadh, Kingdom of Saudi Arabia.

Main Purpose

The Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit in the Country Office.

Supervision Received/Exercised

The Administrative Assistant reports to the Administrative Officer under the general supervision of the FAO Programme Director. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Administrative Assistant works closely with a wide range of colleagues in the division/region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

• Maintain financial records and monitoring systems for the office; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash; monitor project and programme accounts for which responsibility is assigned.

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate systems and data bases; verify accuracy of data documents; make necessary calculations.

• Verify availability of funds under all programmes; ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.

• Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.

• Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.

• Provide reports on budgetary performance of office accounts, and, if required, of project accounts; report variations from budgets.

• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.

• Maintain a filing system of administrative and financial documents.

• Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment.

• 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 streamlining of procedures and practices and the introduction of new information technologies to the office.

• Support the administration of personnel and equipment.

• Perform other related duties as required.

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the PMU’s unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Experience\: Four years of administrative, accounting and office management experience.

Languages\: Working knowledge (Level C) of English and either Arabic or French.

IT Skills\: Very good knowledge of the MS Office applications, Internet and office technology equipment.

• Knowledge Sharing and Continuous Improvement

Technical Skills

• Very good knowledge of the communication and documentation standards

• Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

• Very good knowledge of the organizational structure

Desirable Qualifications And Skills

• Familiarity with FAO or other donors’ administrative procedures.
• Ability to communicate and write concisely and clearly in English and Arabic.
• Knowledge of UN and diplomatic protocol.