Administrative Associate

The Administrative Associate leads and coordinates office and management support functions at the FAO Representation in South Sudan, ensuring smooth office operations and providing procedural guidance to managers and staff. The role involves managing financial records, human resources administration, and supporting efficient office services.

Responsibilities

• Support the management and administration of financial records and monitoring systems for the office; monitor project and programme accounts; maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports; manage the Country Office petty cash.
• Provide and coordinate the retrieval, entry, selection and analysis of data from a wide variety of sources, including FAO's corporate systems and data bases; verify accuracy of data and documents; make necessary calculations.
• Verify availability of funds under all programmes; ensure operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
• Independently compose and finalize correspondence of administrative nature; initiate and draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters.
• 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.
• Initiate, review, process and follow-up actions related to the administration of human resource activities, e.g., recruitment of staff and affiliate workforce, ensuring consistency in the application of FAO rules and procedures.
• Respond to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversee the issuance of vacancy announcements and calls for expression of interest and keep track of their status.
• Prepare recurring reports on programme, project and office accounts, report variations from budgets; prepare special reports on budgetary performance.
• Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment.
• Maintain liaison with local banks and financial institutions.
• Advise other staff in the office and actively support the streamlining of procedures and practices and the introduction of new information technologies to the office.
• Advise international staff on administrative and financial matters.
• Perform other related duties as required.

Requirements

• Secondary school education.
• Five years of experience in general administration including human resources, accounting and office management-related tasks.
• Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
• Very good knowledge of the MS Office applications, Internet and office technology equipment.
• General Service Staff are recruited locally; candidates must be nationals of the country of the duty station or possess an existing valid visa to work or valid work permit and reside within commuting distance of the duty station at the time of the application.
• Thorough knowledge of the communication and documentation standards.
• Thorough knowledge of corporate computerized financial / travel / Human Resources systems.
• Thorough knowledge of organizational structure, administrative procedures and policies, and matters of protocol.
• Desirable: Thorough knowledge of corporate computerized administrative systems such as Oracle, SAP, etc.
• Desirable: Thorough knowledge of corporate human resource policies and recruitment cycle.
• Discretion, good judgement in handling sensitive and confidential matters.

Skills

• General Administration
• Human Resources Administration
• Accounting
• Office Management
• English Proficiency Level II
• Microsoft Office Suite
• Internet usage
• Office technology equipment
• Communication standards
• Documentation standards
• Corporate Financial Systems
• Corporate Travel Systems
• Human Resources Systems
• Organizational Structure Knowledge
• Administrative Procedures
• Administrative Policies
• Protocol Knowledge
• Oracle
• SAP
• Human Resources Policies
• Recruitment Cycle

Languages

English, Arabic, Chinese, French, Russian, Spanish