National Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices\:
(i) advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyze partnership and resource mobilization activities to support agrifood systems transformation;
(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and ensure risk-smart and accountable operations and management.

In collaboration with key government agencies such as the Papua New Guinea Forest Authority (PNGFA), the Conservation and Environment Protection Authority (CEPA), and the Climate Change and Development Authority (CCDA), FAO actively supports sustainable forest management, ecosystem protection, and the advancement of Papua New Guinea's climate change mitigation strategies. These efforts align with the United Nations Development Assistance Framework (2018-2022) and the European Union’s Multi-Annual Indicative Programme (MIP) (2021-2027).

A notable initiative is the Global Environment Facility (GEF)-funded project, which focuses on conserving threatened species and habitats, improving the management of protected areas and high conservation value zones, and fostering sustainable, biodiversity-friendly, climate-resilient livelihoods in the Eastern and Western Highlands Provinces. Meanwhile, the Forestry Climate Change Biodiversity (FCCB) Nexus project enhances the capacity to collect and disseminate critical forest information, creating an accessible platform for stakeholders to engage in sustainable forest management and ensure transparency in climate finance.

FAO, in collaboration with the Climate Change and Development Authority (CCDA) and other partners, is also formulating a Green Climate Fund (GCF)-financed project to strengthen climate-resilient forest and land-use management in Papua New Guinea. The project will focus on enhancing national and subnational capacities for climate change adaptation and mitigation, promoting sustainable land-use planning, and supporting the implementation of the Nationally Determined Contributions (NDCs) and the National REDD Strategy. It will contribute to PNG’s transition toward low-emission and climate-resilient development pathways in line with the country’s climate and biodiversity commitments.

The position is located in the FAO Country Office in Papua New Guinea.

Reporting Lines

The National Administrative Assistant will work under the direct supervision of the Chief Technical Advisor. The incumbent will work in close consultation and coordination with International Operations Specialist, in carrying out his/her tasks and duties.

Technical Focus

The National Administrative Assistant is responsible for leveraging GRMS to oversee all procurement, finance, travel, and asset transactions, maintain and update SOPs, and ensure each process remains accurate, compliant, and efficient.

Tasks and responsibilities

• Provide administrative and operational support in day-to-day office functions, including procurement, finance, travel, conferences and asset management.
• Assist in coordinating travel logistics by preparing TAs, processing tickets and arranging accommodation and transport in line with FAO policies and duty-of-care standards.
• Support procurement processes by preparing PRs, POs in GRMS for accuracy, proper coding, budget availability and compliance.
• Assist in financial administration by matching invoices, managing petty cash and DSA advances, and helping reconcile monthly expenditures.
• Support maintenance of the asset register in GRMS, including assisting with physical verification, transfer and disposal of assets as required.
• Assist with office facilities, fleet operations and inventory management to ensure adequate supplies, functional equipment and safe working conditions.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High school diploma in business administration, public administration, finance, or another field relevant to FAO’s mandate
• Three years of relevant experience in administration, finance, procurement, HR related areas
• Working knowledge (proficient – level C) of English
• National of Papua New Guinea

FAO Core Competencies

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

Selection Criteria

• University degree is a strong asset

ADDITIONAL INFORMATION