National Administrative Assistant

Organizational Setting

The main aim of FAO Country Office, 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. FAO Kyrgyzstan assists the Government of the Kyrgyz Republic to develop policies, programmes and projects to address the root causes of hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors and to use environmental and natural resources in a sustainable manner. FAO participates in the development and implementation of field projects in the sectors of food security, agriculture and rural development. This requires the integration within the broader framework of sustainable food and agriculture that aims at increasing production and productivity, addressing climate change, and managing natural resources; and enhance rural livelihoods.

In this context, the FAO is implementing in collaboration with the Government of the Kyrgyz Republic, the USAID- funded project “Enhancing the One Health approach in Kyrgyzstan and its capacity to control zoonotic diseases”. Project objective is to support capacity building for prevention, early detection, and response to animal and public health threats, particularly zoonosis in Kyrgyzstan. This assignment will contribute to project objective, such as to build sustainable animal health systems and One Health capacities to mitigate risks and threats caused by emerging and re-emerging zoonoses, endemic zoonoses and antimicrobial resistance (AMR).

Reporting Lines

Under the general supervision of the FAO Representative for Kyrgyzstan and direct supervision of the Program Manager/Coordinator, the National Administrative Assistant will assist the Program Manager/Coordinator in the daily administration of the project's work. Responsible for coordination and communication with project partners and stakeholders.

Technical Focus

Providing operational and administrative support of the project.

Tasks and responsibilities

• Assist in the preparation of logistics, materials, and resources for workshops and training sessions;
• Assist the Program Manager/Coordinator in managing administrative and finance matters and ensure that all information is accurate;
• Provide logistical support to the Program Manager/Coordinator and project consultants in conducting different project activities (training workshops, stakeholder consultations, arrangements of field visits, etc.)
• Assist in organizing control of budget expenditures by preparing payment documents, and compiling financial reports;
• Perform any other duties as requested by the Program Manager/Coordinator;
• Assist in organizing and coordinate the procurement of services and goods under the project;
• Perform all administrative and accounting duties, following FAO standard procedures and requirements.
• Maintain receipts and invoices of all expenditures incurred and submit copies, together with the expenditure report to the BH;
• Assist in the arrangements for internal travel of project staff as required;
• Assist in the timely implementation of procurement plan and contracts according to FAO procedures;
• Provide administrative support for the arrangements for workshops, training, seminars as required according to the workplan;
• Provide administrative and logistical support for field missions.
• Perform any other duties to ensure the successful implementation of all FAO in Kyrgyzstan;
• Assist in editing various versions of the documents and reports.
• Contribute to the project implementation to ensure its results are in accordance with the Project Document and the rules and procedures established by FAO;
• Ensure adequate information flow, discussions and feedback among the various stakeholders of the project;
• Contribute to the development of concept notes, project documents, project briefs and reports;
• Contribute project progress/status reports, proceedings, meeting agenda and other relevant documentation etc. required for smooth implementation of project activities;
• Liaise and follow up with the National Ministries/ other partner agencies on projects related activities as and when required;
• Prepare project progress/status reports, proceedings, meeting agenda and other relevant documentation etc. required for smooth implementation of project activities;
• Maintain accurate records of all supporting documentation related to the procurement of goods and services (POs, bid process, LoAs etc.) in GRMS system;
• Translation of project material if required;
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• A university degree in business administration, management planning or related fields.
• 3 years of administrative work experience at the national or international level.
• National of the Kyrgyz Republic.
• Language Requirements\: excellent working knowledge of English and Russian languages..

FAO Core Competencies

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

Technical/ Functional skills

• Kyrgyz language knowledge is an asset.
• Excellent communication and interpersonal skills.
• Proven leadership skills demonstrated ability to promote new approaches and new practices.
• Knowledge on the UN system is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc).

ADDITIONAL INFORMATION