Food and Agriculture Organization of the United Nations (FAO)

FAO Accra, Ghana

2202045

Operational & Administrative Assistant

Job Posting: 21/Jul/2022

Closure Date: 10/Aug/2022, 9:59:00 PM

Organizational Unit : FRGHA

Job Type: Non-staff opportunities

Type of Requisition : PSA (Personal Services Agreement)

Grade Level : N/A

Primary Location: Ghana-Accra

Duration : 3 Months with possibility of extension

Post Number : N/A

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

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

Organizational Setting

The Food and Agriculture Organization is a specialized agency of the United Nations that leads international efforts to defeat hunger. FAO in Ghana has been implementing activities in close cooperation with the Government of Ghana since its establishment in 1957. FAO’s goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active healthy lives. We believe that everyone can play a part in ending hunger.

The tasks envisaged for this consultancy are to be carried out through the Emergency Centre for Transboundary Animal Diseases (ECTAD), which is currently implementing several projects in various countries in Africa. Within the ECTAD framework, the Animal Production and Health Division (AGA) is closely working with the Emergency and Resilience Division (PSE) under the Strategic Program 5 to support various aspects of the animal health programme of FAO, including the Emerging Pandemic Threats (EPT-2) and Global Health Security Agenda (GHSA) Programmes.

Reporting Lines

Under the general supervision of the FAO Representative (FAOR) in Ghana, the overall supervision of ECTAD Regional Manager for West & Central Africa (WCA), the technical guidance of the ECTAD Ghana Country Team Leader, and direct supervision of the Regional Operations Officer and in close collaboration with ECTAD technical officers and FAO Ghana administration personnel, the Operational and Administrative Assistant, will be responsible for providing day to day operational and administrative assistance to support efficient implementation and timely delivery of the ECTAD programme in WCA region and following FAO rules and regulations.

Technical Focus

The Operational & Administrative Assistant performs a large variety of routine operational and administrative transactions and office support functions contributing to the smooth and efficient running of the work unit and the ECTAD programme in WCA.

Tasks and responsibilities

  • Assist in providing day-to-day operational and administrative support to ECTAD field projects in Ghana and in West & Central Africa contributing to the implementation of program activities;
  • Assist in supporting the Budget Holder (BH), the Emergency and Rehabilitation Officer at HQ and the Regional Operations Officer in the monitoring of operations, procurement and logistics related to ECTAD programme implementation in West and Central Africa. This includes the monitoring of funds transferred from HQ to ECTAD country offices.
  • Participate in the design and implementation of ECTAD projects and programmes for Ghana and West and Central Africa offices, including budgetary management and monitoring of the approved field expenditures.
  • Assist with the organization of workshops, meetings and training courses including booking of hosting facilities/venues, travel, transportation, translation, etc.
  • Assist the ECTAD team in the development and updating of programme work plans;
  • Maintain the document filing system both in hard and electronic copy, type correspondence and documents, receive and screen correspondence, attach necessary background information and maintain records of the communications;
  • Prepare administrative and financial documentation related to project activities and carry out initial review for RM/ROO briefing;
  • Ensure that assets procured through ECTAD funding are properly registered, insured, used, maintained and safeguarded and appropriate inventory reports are timely and regularly forwarded to ECTAD Regional Operations officer;
  • Make necessary arrangements for incoming and outgoing missions, including elaboration of the mission Agenda, security clearances, entry visas, flights and hotel bookings;
  • Prepare Travel Authorizations (TA) & Travel Expense Claims (TEC) for incoming and outgoing missions as required and assist ECTAD staff with security clearance requests and hotel bookings;
  • Answer telephone and respond to routine inquiries, arrange appointments, receive office visitors and refer them to the concerned colleague;
  • When authorized, make disbursements from petty cash fund, maintain records of these disbursements and balance accounts as required;
  • Supervise and update the office inventory, supply, and equipment; Ensure the supply of material/equipment for the ECTAD Office such as stationery, electricity, water, transportation (if any);
  • Participate in ECTAD weekly call meeting (report or take minutes)
  • Perform any other tasks as maybe required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

  • University degree in public or business administration, finance, accounting, economics, social sciences, or other fields related to the FAO mandate.
  • At least five years of relevant experience in operational, administrative and office support work
  • Working knowledge (level C) of English and French.
  • National or Resident of Ghana

FAO Core Competencies

  • Results Focus
  • Teamwork
  • Communication

  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement

Functional Skills

  • Good knowledge of general administration, initiative, good judgment, and ability to independently organize office work and prepare correspondence
  • Willingness to work as a team member
  • Ability to plan and execute work with minimal supervision and attention to detail
  • Good ability to use PC, word processors, and other technology equipment
  • Good Numerical skills, negotiation skills, and representation skills
  • Good knowledge of the UN work system and ability to work effectively with people of different national and cultural backgrounds
  • Strong analytical, critical thinking, planning, and problem-solving skills, as well as gender-sensitive and cross-cultural competency
  • Knowledge and experience in HR
  • Ability to maintain/manage confidential information
  • Excellent communication (verbal and written) skills
  • Excellent interpersonal skills to collaborate and influence across different levels and diverse teams in and out of the Organization
  • Ability to conduct data analysis
  • Interpersonal and communication skills to maintain good working relationships with people from different nationalities and cultural backgrounds

Please note that all candidates should 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 meeting, processing).
  • Incomplete applications will not be considered. If you need help or have queries, please contact: [email protected]
  • Applications received after the closing date will not be accepted.
  • 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.
  • For other issues, visit the FAO employment website: (link)
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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
  • 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 (link)
  • 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 contact: [email protected]

FAO IS A NON-SMOKING ENVIRONMENT

Tags: administrative assistant, animal diseases, animal health, animal production, central africa, continuous improvement, data analysis, food security, global health, knowledge sharing, logistics, procurement, programme implementation, social sciences, support services, translation, transparency