Project Operations and Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is implementing the Livelihood Enhancement and Economic Diversification (LEED) Programme as part of the UN Highlands Joint Programme Phase 2 (HJP2) in Papua New Guinea. LEED is a joint UN programme involving FAO (lead agency), ILO, and UNCDF, to be implemented over 24 months (January 2026 - December 2027).

The LEED Programme targets vulnerable communities in the Highlands Region, specifically Enga, Hela, Southern Highlands provinces, and the National Capital District. The programme focuses on strengthening agricultural value chains, supporting youth and women’s economic empowerment, and contributing to peace building through livelihoods interventions in conflict-affected areas. FAO PNG is transitioning to a programmatic approach where staff supports multiple projects across the country office portfolio. While this position is primarily for LEED operations, the incumbent may be assigned to support other FAO PNG projects as operational needs arise.

The LEED field operations will be based in various locations in Papua New Guinea to enable effective coordination and implementation across the target Highlands provinces. The Project Operations and Administrative Assistant will provide essential day-to-day operational and administrative support to ensure smooth programme implementation

Reporting Lines

Under the direct supervision of the LEED Project Coordinator and overall guidance of the FAO Head of Office, the Project Operations and Administrative Assistant will provide operational and administrative support to the LEED Programme.

Technical Focus

The incumbent will be responsible for logistics coordination, procurement support, travel arrangements, financial administration, office management, and general administrative functions to facilitate efficient field-level implementation

Tasks and responsibilities

Logistics and Operations Support

•     Coordinate transportation and logistics for field activities, including vehicle hire, fuel management, and driver coordination for field visits.
•     Organize logistics for workshops, training sessions, stakeholder meetings, and field missions, including venue booking, catering, equipment setup, and participant coordination.
•     Manage the movement of project inputs, equipment, and materials to demonstration sites, aggregation centers, and cooperative groups.
•     Maintain inventory records of project assets, equipment, and supplies; conduct periodic physical verification.
•     Coordinate with service providers, suppliers, and contractors for timely delivery of goods and services.
•     Support security coordination and ensure compliance with UN security protocols for field travel.

Procurement Support

•     Assist in the preparation of procurement requests, specifications, and documentation following FAO procurement procedures.
•     Obtain quotations from suppliers, assist in bid evaluation, and prepare comparative analysis.
•     Follow up on purchase orders, delivery schedules, and supplier payments.
•     Maintain procurement files and records in accordance with FAO requirements.
•     Support the processing of Letters of Agreement (LOAs) with service providers, including documentation and payment processing.

Financial and Administrative Support

•     Assist in processing payment requests, advances, and expense claims following FAO financial procedures.
•     Maintain petty cash records and reconcile expenditures.
•     Support budget monitoring by tracking expenditures against budget lines and flagging variances.
•     Prepare and process travel authorizations and travel claims for project staff and consultants.
•     Maintain organized filing systems (electronic and physical) for project documents, correspondence, contracts, and reports.
•     Assist in preparing financial reports and supporting documentation for audits.

Office Management

•     Manage day-to-day office operations in the Mount Hagen field office, including utilities, supplies, and maintenance.
•     Handle incoming and outgoing correspondence, mail, and communications.
•     Schedule meetings, prepare agendas, and take minutes as required.
•     Coordinate with the FAO Port Moresby office on administrative matters.
•     Provide reception and hospitality support for visitors to the field office.

Coordination Support

•     Liaise with provincial government offices, district administrators, and local authorities on logistical and administrative matters.
•     Support coordination with ILO and UNCDF partners on joint activities and shared logistics.
•     Assist in organizing Provincial Coordination and Monitoring Committee (PCMC) meetings.
•     Maintain stakeholder contact databases and distribution lists.

Support to Other FAO PNG Projects (as assigned)

•     Provide operational and administrative support to other FAO PNG projects operating in the Highlands region as directed by the FAO Head of Office
•     Support logistics for joint FAO activities and missions in the region

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  
 
•     Completion of secondary education (Grade 12) is required.
•     Diploma or Certificate in Business Administration, Office Management, Accounting, Logistics, or related field is desirable.
•     University degree in business administration, operations, accounting, finance, logistics or a relevant field is an asset.
•     Minimum of two (2) years of relevant experience in administrative, logistics, or operations support roles.
•     Working knowledge of English (written and spoken) is required.
•     Fluency in Tok Pisin is required.
•     Knowledge of local Highlands languages (Enga, Huli, Mendi, etc.) is an advantage.
•     National of Papua New Guinea

FAO Core Competencies

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

Technical/Functional Skills

•     Work experience in more than one location or area of work
•     Extent and relevance of experience in procurement processes and financial administration is an advantage.
•     Extent and relevance of experience in working with development projects, UN agencies, international organizations, or NGOs is highly desirable.
•     Familiarity with the Highlands region context and working in remote or challenging environments is desirable 
•     Good organizational and time management skills.
•     Attention to detail and ability to maintain accurate records.
•     Proficiency in Microsoft Office applications (Word, Excel, Outlook).
•     Ability to work under pressure and meet deadlines.
•     Good interpersonal skills and ability to work with diverse stakeholders.
•     Problem-solving ability and resourcefulness.
•     Valid driver’s license is desirable.

ADDITIONAL INFORMATION

FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)

Applications received after the closing date will not be accepted

Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/  

For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ 

 Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.