Administrative and Logistics Support Specialist (SC8)

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. FAO's goal is to achieve food security for all
and ensure that people have regular access to enough high-quality 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.
Specifically, FAO Country Offices:
(i) advocate, inform and support policies and investments in the areas of FAO’s 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 risk-smart and accountable operations and management

Reporting Lines

Under the overall supervision of the FAO Representative, the direct leadership of the Chief Technical Advisor the Administrative & Logistical Support Specialist will provide support as follows:

Technical Focus

The Administrative and Logistics Support Specialist performs a variety of routine administrative, financial and logistical duties for the control and maintenance of fleet, assets and general administration to ensure the smooth running of the office. The incumbent exercises judgment, identifies errors and supports sound administrative and financial practice while providing administrative support to programme and project activities.

Task and Responsibilities

  Management: 

•    Support general administrative and financial duties
•    Manage and support logistics and transport 
•    Manage and organize travels and events
•    Support capacity building including administrative and logistical procedures to team members responsible for the project and follow up of important VPA and other forest governance related meeting activities 

Management, focusing on achievement of the following results: 

•    Develop workplan for Admin/Logistics team to ensure effective achievement of results.
•    Work with team members in Admin/Logistics team and ensure that clear workplans are developed for all team members.
•    Set up performance targets for all staff in the Admin/Logistics team and ensure that the targets are reviewed on a periodic basis. 

General administrative, focusing on achievement of the following results: 

•    Plan, prioritize and implement activities related to administrative and operational needs.
•    Ensure efficient, effective, responsive, transparent and accountable provision of administrative services to support the team in the implementation of the activities.
•    Arrange office space and necessary equipment for all staff and ensure that all furniture and equipment are in proper working order including IT equipment and internet infrastructure.
•    Coordinate and work together with procurement staff to get quality goods and services required for staff and maintenance of office.
•    Ensure a clean and healthy environment by ensuring proper maintenance of office premises and surveillance of quality performance of support staff (maintenance and cleaning).
•    Ensure that the support staff perform their duties satisfactorily and provide them with adequate access to facilities and equipment they need to do their job properly.
•    Perform as security focal point and ensure that all staff is updated on security measures and rules and regulations of FAO.
•    Maintains liaison and close working relationship with the FAO CO and relevant projects staff on all administrative issues.
•    Ensure production and maintenance of up-to-date and accurate administrative records and reports including an organized filing system.  

Logistics management, focusing on achievement of the following results: 

•    Design and conduct logistics and supply needs assessment and prepares plans based on that.
•    Ensure timely supply of fuel, stationary, minor IT and printing equipment and their necessary accessories for their proper utilisation.
•    Ensure transport management, focusing on achievement of the following results:
•    Review and update transportation needs of the Programme Unit and arrange vehicles including rental vehicles accordingly.
•    Oversee management of the daily pool of drivers and vehicles, ensuring timely services, issuing fuel, recording logbooks and maintenance of vehicles.
•    Review, on a monthly basis the driver’s logbook and tracks fuel consumption (against kilometres/miles declared in the logbook), maintenance, oil consumption and movement of vehicles.
•    Ensure proper conduct of drivers by arranging briefing sessions for the drivers on safe driving, proper maintenance of vehicles and security precautions. 
•    Provide logistics support to ensure project vehicles are properly managed, registered and insured.
•    Work closely with the drivers to ensure all necessary steps are followed in terms of accident

Travel and event management and organization, focusing on achievement of the following results: 

•    Facilitate organizing events such as conferences, workshops, seminars, and meetings.
•    Assist in obtaining security clearance and organizing missions within and outside of Liberia.
•    Provide travel arrangements for national partners and project staff within and outside Liberia. 
•    Provide administrative and logistics support to Project team including FDA staff supporting Forest Governance activities under this project 
•    Timely delivery of administrative and logistical services based on FAO rules and regulations will ensure and result in an enabling environment for the MEC staff to perform their duties in a smooth fashion. The MEC will receive administrative logistical support which will contribute to their ability to achieve the set priorities and objectives in a timely manner.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    Advanced university (master’s degree) in business administration, public administration, procurement/logistics   
•    At least five years of relevant experience (including within relevant international organisations) in finance, administration, operations, logistics
•    Working knowledge of English 
•    National of Liberia

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building effective relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Work experience with more than one international organization.
•    Extent of knowledge in logistics, travel, and administrative management
•    Extent and relevance of experience in working with public administrations, community-based structures, civil society, and international organizations actors.
•    Relevance and extent of experience in Administration
•    Organizational & communication skills, computer literacy, fluency in written and spoken English,.
•    Ability to establish and maintain working relationships with people of different national and cultural backgrounds.
•    Experience working in the UN and other international systems preferred.
•    Concise and sound communication capacity

ADDITIONAL INFORMATION