Administrative Assistant

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.

• 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 persons 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 staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

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.

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's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Regional Office for Africa (RAF) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with Divisions/Offices/Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAF also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAF develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).
West African fisheries are a vital source of food security, livelihoods, and socio-economic revenue. However, it faces significant challenges as overfishing, Illegal, Unreported and Unregulated (IUU) fishing, and limited surveillance and monitoring of under managed resources, limited and inconsistent data, climate change, vulnerability of coastal communities and the depletion of fish stocks. Addressing these challenges necessitates a multi-faceted approach to strengthen fisheries resilience and sustainability in West Africa. Collaboration with Regional Fishery Bodies (RFBs), particularly, the Sub-regional Fisheries Commission (SRFC) and the Fisheries Committee for the West Central Gulf of Guinea (FCWC) and the European Fisheries Contral Agency (EFCA) will build capacity and establish science-based approaches to fisheries management vital to the sustainable management of marine resources.
The "Improved Regional Governance of Marine Resources in the Fishery Committee for the Eastern Central Atlantic (CECAF) area" (PESCAO) Programme ended in 2023 and laid out a series of recommendations. Building on them, FAO with the European Union Supported Programme, the 'West Africa Sustainable Oceans Programme' (WASOP), aims to implement actions on improving stock assessments and data collection, empowering national institutions and communities through co-management approaches, enhancing access to knowledge the artisanal sector, implementing climate-resilient practices, restoring critical marine habitats and advancing scientific research. Additionally, the CECAF's normative functions, as an article VI body will be supported and effectively executed, including the planning and operation of Working Groups, the Scientific Sub-Committee, and the Committee, ensuring that they effectively contribute to the overarching goals of sustainable fisheries management in the region.
The position is located in the Regional Office for Africa (RAF) in Accra, Ghana.

Main Purpose

The Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Administrative Assistant reports to the Technical Adviser (Fisheries) and the Lead Technical Officer for guidance on administrative and programme-related tasks within the fisheries sector and works closely with the Operations Officer. He/she will also collaborate with the CECAF Secretariat, FAO RAF and Subregional Office for West Africa (SFW) teams and associated staff, and the FAO Fisheries and Aquaculture Division as required to support efficient administration and coordination.
He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

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

Key Functions/Results

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate system and databases; verify accuracy of data documents; make necessary calculations.
• Assemble and review supporting documentation for processing affiliate workforce, travel or financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations.
• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of an administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Support the administration of personnel and equipment as well as protocol-related issues.
• Assist in duties related to recruitment, payroll, staff development and other HR administrative duties.
• Perform other related duties as required.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education\: Secondary school education.
Experience\: Three years of experience in administrative and office support work.
Languages\: Working knowledge (proficiency - level C) of English.
IT Skills\: Good knowledge of the MS Office applications, Internet and office technology equipment. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Residency\: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

• Results Focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of the communication and documentation standards.
• Good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Desirable Qualifications And Skills

• Extent and relevance of experience in establishing and maintaining partnerships with UN agencies, Regional Fisheries Bodies, non-governmental organizations (NGOs) as well as donors and government institutions and agencies.
• Extent of familiarity and working experience in the CECAF region, Economic Community of West African States (ECOWAS) and/or the Canary Current Large Marine Ecosystem, the Gulf of Guinea Large Marine Ecosystem region is desirable.
• Intermediate knowledge (intermediate proficiency – level B) of French, Portuguese and/or Spanish is considered an asset.

_______________________________________________________________________________________

FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

_______________________________________________________________________________________

ADDITIONAL INFORMATION

•FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
•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/
• The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
•General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application."Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
•No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
• For additional information visit the FAO employment website\: http\://www.fao.org/employment/home/en/

REMUNERATION

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link\:
https\://onehr.un.org/salary-survey/#/salary_scale

HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
• Incomplete applications will not be considered

• 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 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