Administrative Assistant

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food and nutrition security and to reduce malnutrition, to help develop the agriculture, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

To this end, Administrative & Travel Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of required tasks and responsibilities to assist Representation to achieve its goals. The post is based in FAO Representation in Tehran, the Islamic Republic of Iran.

Reporting Lines

Under the overall supervision of FAO Representative and the direct supervision of Assistant FAO Representative (Administration), the incumbent will perform the tasks described below.

Administrative Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative, travel and office support services.

Tasks and responsibilities

• Make disbursements from petty cash fund and maintain the records of expenditures as a Petty Cash Focal Point;
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard as well as dispose the assets in line with FAO rules and regulations for projects and office assets;
• Monitor the physical verification of non-expendable property records, to ensure that the Asset Register is current and accurate;
• Monitor receipt of order confirmation, shipment and receipt of goods and services;
• Provide administrative, organizational and logistics support to conferences, workshops and events;
• Act as IT Focal Point and support the administration of ICT equipment and provision of ICT services;
• Provide hands-on assistance to meetings in setting up audio-visual equipment;
• Facilitate customs formalities and brief staff on new rules and regulations in place;
• Process travel authorization and expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements; brief/de-brief staff members on issues related to travel matters such as visas, security clearance in consultation with SFP/Alternate SFP, documentation procedures, etc.;
• Provide travel assistance to staff on a day to day basis for travel arrangements and entitlements based on the organization’s rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel;
• Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action;
• Perform other related duties as required.

• Secondary school education
• Three years of relevant experience in Administration
• Working knowledge of English and Persian
• National of Iran or resident in the country with a regular work permit.

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Extent and relevance of experience in travel and administrative activities.
• Good knowledge of the MS Office applications, Internet and office technology equipment.