Administrative Associate (Office Support)

About the role

The Administrative Associate leads and coordinates the office- and management support functions of the FAO Representation in Liberia, Monrovia, ensuring the smooth flow of office work and information. The post reports to the FAO Representative, interacts daily with the Assistant FAOR (Administration) and works autonomously, organizing and supervising other office support staff. It is a fixed-term position of two years with a possibility of extension.

Key responsibilities

• Support the management and administration of financial records and monitoring systems, including project and programme accounts, imprest accounts and petty cash, and reconcile expenditures, balances and payments.
• Verify fund availability, ensure operational expenditures match approved budgets and that committing documents are complete and consistent.
• Gather, enter, select and analyse data from FAO corporate systems and databases, verify accuracy and make calculations.
• Prepare and follow up on administrative correspondence, and advise staff on administrative and financial matters.
• Maintain records of budget estimates, obligations and balances, and help consolidate budget proposals and prepare financial data for budget estimates and planning.
• Handle human resource administration such as recruitment of staff and affiliate workforce, and respond to enquiries about conditions of service and entitlements under the Staff Rules and Regulations.
• Oversee vacancy announcements and calls for expressions of interest, and prepare recurring reports on accounts and budgetary performance.
• Monitor government contributions and equipment transfers, liaise with local banks and support the introduction of new information technologies.

Required profile

• Secondary school education.
• Five years of experience in general administration, including human resources, accounting and office management.
• Working knowledge (level C) of English and intermediate knowledge (level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• National of the duty station or holder of a valid work visa or work permit, residing within commuting distance of Monrovia.

Required skills

• Very good knowledge of MS Office applications, the Internet and office technology equipment.
• Knowledge of communication and documentation standards, and of corporate financial, travel and human resources systems.
• Knowledge of organizational structure, administrative procedures, policies and protocol.