National Administrative Assistant

Organizational Setting

FAO, in cooperation with the Government of Malawi and other relevant partners are incepting the project on Ecosystem-based Adaptation for Resilient Watersheds and Communities in Malawi (EbAM). The project aims at building climate resilience in vulnerable watersheds and communities through increasing climate resilience of watershed ecosystems, stabilizing productivity and farmers’ incomes and enhancing enabling environment. Total cost of the project is estimated at USD 53.2 million, which will be co-financed by the Green Climate Fund (GCF), FAO and the Government of Malawi. The project will be implemented in 11 targeted districts in different regions in Malawi over a period of 6 years. Around 575,000 vulnerable people in rural communities will benefit from project interventions and more than 83,000 heIPOres of land will be restored through application of Ecosystem-based Adaptation approach.

The position is located in Lilongwe.

Reporting Lines

The National Administrative Assistant will work under the overall supervision of the FAO Representative (FAOR) in Malawi, direct supervision of the Chief Technical Advisor (CTA), EbAM, and will work closely with the FAO EbAM project team and other Executing Entities.

Technical Focus

The Assistant will perform a wide range of routine administrative and financial functions in support of the smooth and efficient delivery of the EbAM project goals. He/she supports day-to-day EbAM operation and administrative actions, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant FAO manuals, guidelines and procedures.

Tasks and responsibilities

•     Support the formulation and implementation of the project Human Resources (HR) plans; track personnel expenditures and ensure adherence to HR budget lines. 
•     Act as point of contact for the EbAM project; review and direct correspondence, calls and queries to appropriate project personnel.
•     Make arrangements for meetings, seminars and events; implement logistics, bookings, prepare correspondence, administrative arrangements and permissions (e.g. Purchase Requests, Travel Requests), compile and distribute documentation.
•     Initiate and follow up on administrative and financial actions related to staff management, non-staff support, travel, payments and procurement. Perform operations on GRMS on behalf of EbAM technical staff to facilitate administrative processes, e.g. Travel Approvals (TAs) and Travel Expense Claims (TECs).
•     Create and manage systems for EbAM project file management, calendars, team meetings and communication and office supplies.
•     Perform a variety of administrative duties, e.g. contract extensions and requests for national and international affiliate personnel, leave and attendance recording, coordinate with other units to ensure smooth running and expedition of work within the project;
•     Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•     University degree in Business Administration, Management or related fields
•     Five years’ experience in administration or office support 
•     Working knowledge (level C) of English and Chichewa
•     Nationality of Malawi

FAO Core Competencies

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

Technical/Functional Skills

•     Relevance of experience in working with FAO or other UN agencies.
•     Relevance of experience in administrative systems in FAO or other UN agencies.
•     Knowledge and strength in computer skills, especially advanced Excel.
•     Ability to work with a multidisciplinary team and build good partnerships. 
 

ADDITIONAL INFORMATION