Administrative Specialist

The Administrative Specialist provides comprehensive and advanced administrative, operational, and coordination support to the SSC Office of the Director and the wider unit, ensuring efficient service delivery, accuracy, and full compliance with organizational procedures. The role supports management by collecting and analysing data, preparing reports, processing transactions in ERP systems, supporting budget monitoring and financial tracking activities, and drafting official correspondence for review, thereby contributing to effective decision-making and streamlined operations.

Responsibilities

• Provide support from the beginning to the end in the recruitment process of all contract types for FAO’s Shared Services Centre.
• Provide day-to-day administrative support to the SSC Head Office, executive management support, including calendar management, meeting coordination, and document preparation.
• Support SSC Board and senior management meetings, including logistics, documentation, and follow-up.
• Liaise with SSC units, headquarters, and external stakeholders to ensure effective coordination and information flow.
• Collect, validate, and analyse data; prepare regular and ad hoc reports to support decision-making.
• Execute and monitor ERP transactions and administrative processes, ensuring accuracy, compliance, and proper record-keeping.
• Support and improve administrative processes and workflows, ensuring timely follow-up on requests.
• Monitor ServiceNow and shared mailboxes, draft responses to routine queries, and manage incoming correspondence, including postal and pouch distribution.
• Support budget monitoring, procurement, and administrative tracking of expenditures.
• Assist in organizing trainings, events, and internal activities.
• Manage office supplies and support general office logistics.
• Perform other duties as required.

Requirements

• A high school diploma is required. University degree/technical diploma is considered an asset.
• Five years of relevant administrative and office management experience.
• Strong familiarity with administrative processes and organizational procedures.
• Working knowledge (level C) of English.
• National of Hungary or resident of the country with a valid work permit.
• Attention to detail and ability to maintain accurate records.
• Ability to draft routine correspondence in English.
• Ability to organise own work, set priorities, and meet deadlines.
• Ability to cope with an increased volume of work during peak periods of a limited duration.
• Good knowledge of MS Office applications.
• Good communication and writing skills.

Skills

• Administrative Processes Support
• Office Management
• Records Keeping
• Routine Correspondence Drafting
• Work prioritization
• Deadline Management
• Microsoft Office Suite
• Data Collection
• Data Analysis
• Report Preparation
• ERP Systems
• Budget Monitoring
• Financial Tracking

Languages

English