Administrative Assistant for Decentralized Evaluations by Food and Agriculture Organization
- Accra
- Permanent
- Full-time
- Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
- Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
- Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
- Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
- Initiate general administrative tasks in the computerized financial / travel / human resources systems;
- Make travel and hotel arrangements and prepare travel authorizations/claims for the Regional Evaluation Specialists and evaluation team members evaluation missions as required;
- In conjunction with the Country Offices and other potential stakeholders, support the processing of travel authorizations, air tickets, insurance, and travel reimbursements, in accordance with the Organization's standards;
- Provide assistance in the administrative processing of vacancy announcements and evaluation consultants' contracts, including organization of interviews;
- Support the planning and control of budgets for decentralized project evaluations, executing payments as requested;
- Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files;
- Perform other duties as required
- Secondary School Education
- 3 years of experience in administrative and operations support, logistics, planning and control of budgets for Projects
- Working knowledge (Level C) of English and knowledge of French (level B)
- Excellent knowledge of the MS Office applications, Internet and office technology equipment.
- Nationality of Ghana or resident in the country with a regular work permit.
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Familiarity with FAO and/or UN field programme management procedures and guidelines;
- Excellent communications skill, both orally and in writing, on technical materials for audiences at different
- levels of technical expertise;
- Working knowledge of French (Level C); an asset
- Extent of knowledge of corporate information systems such as Oracle, FAO COIN (Country Office
- Information System) and FAO FPMIS (Field Programme Management Information System);
- Knowledge of FAO organizational structure.
- Work experience in more than one location or area of work
- Extent and relevance of experience in budgeting and planning
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