Admin Assistant
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Job Description
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:
- 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:
- Appointment will be subject to certification that the candidate is medically fit for appointment accreditation any residency or visa requirements and security clearances.
Please note that all candidates should adhere to FAO Values of Commitment to FAO Respect for All and Integrity and Transparency.
HOW TO APPLY
If you need help or have queries please create a onetime registration with FAOs client support team for further assistance: IS A NONSMOKING ENVIRONMENT
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO seeks gender geographical and linguistic diversity in its staff and international consultants in order to best serve FAOMembers in all regions.
- FAO is committed to achieving workforce diversity in terms of gender nationality background and culture
- Qualified female applicants qualified nationals of nonand underrepresented 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 FAOs values
- FAO as a Specialized Agency of the United Nations has a zerotolerance 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 DirectorGeneral who may assign them to any of the activities or offices of the Organization.
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. FAOs goal is to achieve food security for all and ensure that people have regular access to enough highquality 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.
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 FAOs mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyse 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
(v) ensure risksmart and accountable operations and management.
The position is located in the FAO Country Office in Ammam Jordan.
Reporting Lines
The Admin Assistant works under the overall supervision of the FAO Representative direct supervision of the Administrative Officer and in close collaboration with FAO Jordan team.
Technical Focus
Maintain and implement processes for the implementation of operational modalities and contract management ensuring efficiency and compliance.
Support the supervisor on financial aspects including estimates reports balances and updates in compliance with FAOs policies and procedures.
Support the administrative implementation and oversight of operational modalities executed by the office ensuring adherence to guidelines and compliance requirements.
Maintain databases and archives of all operationalrelated information and documentation for accurate referencing and data management.
Tasks and responsibilities
Support the administrative component of all operational modalities including OPIM (MS701 Cash Transfer (MS702 Grants (MS703 Vouchers (MS704 Purchase Orders (POs) and MS507 Letters of Agreement.
Ensure proper followup on balances of relevant POs and amounts transferred in alignment with applicable policies and procedures.
Assist in the preparation and verification of grant agreements with beneficiaries.
Represent the Administration unit in beneficiary selection committees.
Follow up on grant disbursements based on inputs from technical teams.
Create update and maintain databases for grants and other operational modalities implemented by FAO Jordan.
Verify payments on the cash transfer platform identified by FAO Jordan ensure proper receipts and act as the focal point for service providers.
Archive hard and soft copies of agreements for audit purposes ensuring compliance with all requirements.
Participate in field visits to verify payment receipts with beneficiaries.
Participate in field trips to verify transferred amount for grants and other disbursements (trainings workshops .
Perform other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Bachelors in administration finance information management computer science or any other related field;
Three years of relevant practical experience in Admin operations grants management and any other relevant field.
Working knowledge (Level C) of English and Arabic
National of Jordan or holding residence permit
FAO Core Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
Experience in operations managing grants cash transfers in INGOS and UN agencies is desirable.
Accurate stringent and able to comply with deadlines;
Good communication and reporting presentation skills
Good financial planning budgeting and control of grants and cash transfer .
Good computer skills (Word Excel power point)
Knowledge of Microsoft Access/SQL and KoBoToolbox (KoBoCollect) would be an asset
Employment Type
Full-Time
