Administrative Assistant
Egypt
- Organization: FAO - Food and Agriculture Organization of the United Nations
- Location: Egypt
- Grade: Consultancy - Consultant - Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Closing Date: 2025-07-04
IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
- FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
- Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
- Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
- FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
- All selected candidates will undergo rigorous reference and background checks
- All applications will be treated with the strictest confidentiality
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
Organizational Setting
The main aim of the Regional Office of the Near East and North Africa (RNE), which is headed by an FAO Assistant Director-General, is to assist governments in developing policies, programmes and projects to achieve food security and nutrition and reduce hunger and malnutrition, promote sustainable agricultural development, reduce rural poverty, develop inclusive agri-food systems and strengthen livelihood resilience – in line with the Organization’s Strategic Objectives and United Nations’ global and Government of Egypt’s national Sustainable Development Goals.
Reporting Lines
The Administrative Assistant will report to the Senior Admin Officer, RNE. He or she will work closely with Senior Administrative Officer.
Technical Focus
The Administrative assistant is responsible for supporting procurement, finance, travel, and asset transactions, maintain and update SOPs, and ensure each process remains accurate, compliant, and efficient.
Tasks and responsibilities
• Support the Management day-to-day office operations spanning procurement, finance, travel, conferences and assets.
• Coordinate complete travel logistics—TAs, tickets, visas, hotels and vehicles—ensuring duty-of-care and cost compliance.
• Consolidate monthly travel and meeting plans.
• Review and verify PRs, POs and invoices in GRMS for accuracy, correct coding, budget availability and policy compliance.
• Process GRMS transactions and track vendor deliveries through to receipt and payment.
• Draft, update and circulate SOPs, policies and templates to standardise administrative processes.
• Match invoices, manage cash and DSA advances, and reconcile monthly expenditures to keep overdue items within limits.
• Support the management of facilities, security measures, fleet operations and inventory of supplies.
• Support HR administration by facilitating recruitment, onboarding, contract extensions and leave tracking for affiliate workforce.
• Assist with the preparation for the Third Working Conference for the FAO Representatives including the expenditures.
• Perform other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in Management, Finance, or Administration
• Four years of relevant experience in Administration or related support work
• Working knowledge of English
• National of Egypt.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Extent of knowledge in financial rules, regulations, and administrative procedures applicable within international organizations or UN agencies.
• Extent experience in monitoring administrative transactions, including procurement, travel, HR, and finance, ensuring accuracy and compliance with organizational policies.
• Familiarity Enterprise Resource Planning (ERP) systems such as GRMS, with practical experience in processing invoices, and reconciling financial records.
• Knowledge of the communication and documentation standards
Selection Criteria
• Experience in the United Nations or other international organizations is considered an asset.
• Advanced proficiency in data analysis, data visualization, and Microsoft Excel is mandatory.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Applications received after the closing date will not be accepted
- Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http\://www.whed.net/
- For additional employment opportunities visit the FAO employment website\: http\://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp
FAO IS A NON-SMOKING ENVIRONMENT
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.