Administrative Assistant

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.

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger and malnutrition. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Project brief outline
Within the framework of the country’s effort to support Office of Climate Change, Biodiversity and Environment (OCB) as part of the larger project consortium led by FAO, the Project GCP/GLO/1069/GER-F\: “Facility for Action for Climate Empowerment to achieve the Nationally Determined Contributions” (FACE-NDC) is intended to be implemented from 2023-2027. The objective of the project is to develop a climate education (CE) program for all members of the Zambian society. The project will map institutions and stakeholders, identify country specificities and requirements of vulnerable groups to engage in CE. It will develop and accredit CE curricula for primary and secondary schools, develop supporting materials and train educators to integrate the CE program into existing programs. Specialized courses for university students and professionals will be developed. The capacity of local academic and digital infrastructure will be built for effective implementation. Informal education program will be developed and the capacity of local stakeholders for implementation will be strengthened. It will also be ensured that the results, tools and resources of the project can be “exported”, target groups in Zambia and the region are informed about the project activities and outputs via open communication channels and open-access information platform.

The support is based on the guidelines as provided by the Country Programming Framework (CPF). The current Zambia CPF has five priority areas\:
(1) Increased and Gender Responsive Productivity and Production, and enhanced Research and Development (Crops, Livestock, Capture Fisheries, Aquaculture, and Forestry); (2) Inclusive Agri-business Development, Marketing and Trading; (3) Inclusive Green Growth and Environmental Sustainability; (4) Nutrition and Food Systems enhancement, and Social Protection; (5) Inclusive and Gender Responsive Policy Development and Implementation.
The incumbent’s tasks will mainly contribute to the third priority.

Reporting Lines

The incumbent will work under the overall supervision of the FAO Representative and the direct supervision of the Assistant FAO Representative (Administration), working with the Project Coordinator, leading the PMU, and in collaboration with relevant FAO Zambia personnel, UNESCO and UNITAR technical teams, the Admin Assistant is responsible for the day-to-day operations in conformity with the relevant rules, procedures and practices of the Organization. In particular, the incumbent will perform the following functions\:

Tasks and responsibilities

Procurement functions

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc.
• Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated.
• Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues.
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated.
• Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed.
• Participate in meetings with suppliers.
• Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service.
• Act as the Contracts Unit focal point for GRMS, UNGM and Intend.
• Review current processes and make recommendations.

Human Resource function

• Process applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, preparing of interview reports, and entering data on candidates into the automated roster.
• Assist in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Assist in the evaluation and screening of applications of candidates for positions.
• Maintain vacancy announcement files and track status of vacancy announcements.
• Prepare agenda and provides relevant documentation required for recruitment related meetings.
• Assist to arrange for successful entry on duty or deployment of personnel to assigned duty stations.
• Address relevant personnel needs and attend to any other duties assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING\:

Minimum Requirements

• University Degree in Human Resource Management, Procurement, Business Administration or any other related field.
• Minimum of four years relevant work experience in field implementation of project activities, project operations and support involving any of the following\: HR, procurement, finance and administration
• Working knowledge of the English language
• A National of Zambia

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Extent and relevance of experience in programme/project formulation, analysis, planning and implementation
• Understanding of FAO policies and programmes is considered a strong asset
• Familiarity with UN administrative, operational and financial procedures is an asset
• Past working experience with FAO or other UN Agencies on related issues is an advantage
• Very good knowledge of the MS Office applications, Internet and office technology equipment.

Selection Criteria

• Relevant technical/functional skills possessed by the candidate.
• Understanding of FAO policies and programmes is considered a strong asset; and familiarity with UN administrative, operational and financial procedures is an asset.
• Professional experience with strong analytical and report writing skills; experience in undertaking field surveys, including interviews/consultation with multiple stakeholders and with government counterparts. Strong interpersonal skills, cultural sensitivity and focus on results.

ADDITIONAL INFORMATION