Administrative Assistant

Job title: Administrative Assistant

Company: FAO

Job description: Organizational SettingThe FAO Investment Centre (CFI) provides investment and finance solutions to FAO member countries and investors in order to build more efficient, sustainable, inclusive, and resilient agrifood systems. It operates through collaborations with governments, international and national financing institutions, the private sector and farmers, research institutions, and academia and civil society organizations. The Centre’s four main areas of work include support to strategic investment planning and policy, public investment, private investment, and innovative finance. These are complemented by the knowledge for investment and capacity development for investment programmes that serve to share knowledge, learn and build capacities at the country level. The Centre is a multidisciplinary team and is comprised of a central unit and five regional services: Asia and the Pacific; Near East and North Africa, and Europe and Central Asia; West and Central Africa; East and Southern Africa; and Latin America and the Caribbean.
The FAO Investment Centre has a significant portfolio in China. It offers assistance by employing subject-specific consultants to address the needs of the Government and its International Financing Institutions (IFIs) partners. This work involves various administrative tasks, notably the recruitment process and travel arrangements, as well as handling payments.Reporting LinesUnder the overall supervision of the FAO Representative in China, the direct supervision and guidance of the Service Chief of CFIB, the incumbent receives day-to-day operational advice from the Assistant FAORep (admin), and works closely with CFIB and FAO China team, performs the tasks described below,Technical FocusThe objective of the assignment is to support the operation of the Asia and Pacific Service of the FAO Investment Centre (CFIB) in China, with a specific focus on national consultants’ recruitments, GRMS-related work, and local travel arrangements for its staff members and consultants.Tasks and responsibilitiesGRMS and Contracts:

• Receive recruitment requests from CFIB and reach out to consultants for their availability.
• Discuss the daily rate in consultation with the country office and with CFIB Service Chief as needed. Ensure selection of consultant and determination of the rate is documented and FAO’s policies and local Standard Operations Procedures (SoP) on HR management are adhered.
• Request and assist consultants to complete required documents like mandatory trainings, Taleo profile updates, and provide medical certificates.
• Obtain Clearcheck from the Regional Office
• Provide CFIB with budget projection including honorarium and travel estimate expenses based on the TORs, in line with FAO-China’s travel policies.
• Provide CFIB with revised budgets in case of additional honorarium and travel expenses upon request from the CFIB, monitor budget and expenditure.
• Initiate EPPRs in the GRMS to hire CFIB National Consultants upon receipt of signed budgets by CFID Budget Group.
• Upon GRMS approval, generate contracts based on TORs and submit them for consultants’ signature.
• Share the signed contracts with CFIB.
• File the signed contracts and all hiring document in the FAO China registry, maintain accurate records of CFIB consultants.
• Assist consultants with activating email accounts, uploading bank information and completing FAO mandatory training courses as you@fao.
• Follow up with consultants on delivering assignment, receive timesheets and send them to CFIB for approval/follow-up.
• Initiate timecards in GRMS and get them approved by CFIB.
• For final payment, obtain timesheet, ASR, and deliverables from consultants, send all those to CFIB for their review and approval, and submit timecards in the GRMS for final approval. Follow up with CFIB and consultants on Quality Assessment completion and archive.
• Following security policies and procedures, work with FAO Security Focal Points to support consultants’ security compliance.

Travel Arrangement:

• Prepare Local Travel Authorizations (LTAs) and Ticket Purchase Orders in GRMS for local field missions for FAO Staff and consultants.
• Assist CFIB staff members, consultants with local travel arrangements as per FAO travel policy rules and SOPs.
• Ensure that travel arrangements adhere to FAO system requirements.
• Purchase tickets for local field visits, book hotels, assist with visa application, coordinate with UN travel agents, and handle other travel-related tasks.
• Review and process Travel Expense Claims (TEC), Back-to-Office Report submitted by travellers by updating GRMS and maintaining records in the FAO China registry.
• Communicate with and set up UNDSS briefings for CFI staff and consultants on field assignments to China as per UNDSS requirement and arrange security clearances for travellers.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWINGMinimum Requirements

• University degree in a field related to business administration, human resource management, financial management or related discipline.
• At least three years of relevant experience in administration and operations to provide specialised support to HR, travel, procurement etc.
• Working knowledge of English and Chinese
• National of China or resident of the country with valid work permit.

FAO Core Competencies

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

Selection Criteria

• Extend and relevance of experience in the field of human resource management, procurement, and other operations relevant areas.
• Demonstrated analytical and judgemental skills and ability to apply rules and regulations is the subject field.
• Knowledge of UN or standard operational /administrative management rules and procedures.
• Basic knowledge of FAO’s corporate systems and database, or knowledge of other ERP would be considered an asset.
• Effective communication skill, good organizational and planning skills.
• Proficiency in current office software applications.

Expected salary:

Location: Beijing

Job posting date: Wed, 22 May 2024 02:38:33 GMT

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