Food and Agriculture Organisation Jobs Ghana 2017

Achieving food security for all is at the heart of FAO’s efforts – to make sure people have regular access to enough high-quality food to lead active, healthy lives.
Our three main goals are: the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate and genetic resources for the benefit of present and future generations.

Job Description

Job Title: Administrative Assistant

Reports to: ECTAD Regional Manager for West and Central Africa
VA No: RAF02/17

•   Assist the ECTAD Regional team in the efficient and smooth administrative, logistic and financial implementation of ECTAD programme activities.
•   Maintain the document filing system both in hard and electronic copy, type correspondence and documents, receive and screen correspondence, attach necessary background information and maintain records of the communications;
•   Answer telephone and respond to routine inquiries, arrange appointments, receive office visitors and refer them to the concerned colleague;
•   Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
•   Assist with the drafting and editing of project briefs, progress reports and other reports; record minutes of meetings
•   Assist the ECTAD team in the development and updating of programme work plans;
•   In collaboration with the ECTAD Operations and Technical Officers, develop the draft administrative documents (contracts, memoranda of understanding,
•   Terms of Reference, tender documents, purchase orders, etc.);
•   Assist in the procurement of supplies and equipment (including assistance for the customs clearance), provide inventory controls and be responsible for the receiving, storage, safekeeping, proper use, and transportation of equipment and supplies procured;
•   When authorized, make disbursements from petty cash fund, maintain records of these disbursements and balance accounts as required;
•   Supervise and update the office inventory, supply, and equipment; Ensure the supply of material/equipment for the ECTAD Office such as stationery, electricity, water, transportation (if any);
•   Assist with the organization of workshops, meetings and training courses including booking of hosting facilities/venues, travel, transportation, translation, etc.
•   Prepare travel authorizations (TA) & Travel Expense Claims (TEC) for all ECTAD staff as required and assist ECTAD staff with security clearance request and the hotel booking.
•   Maintain a database for out of country travel for all ECTAD projects, a database for all translated documents/legislation, and a database for all international and national consultants;
•   Provide briefings and information to newly assigned personnel on general administrative matters;
•   Perform other related duties as required

DURATION: 6 months (with possibility of extension subject to availability of funds)

Qualification Required & Experience

Reports to: ECTAD Regional Manager for West and Central Africa
VA No: RAF02/17

•   Assist the ECTAD Regional team in the efficient and smooth administrative, logistic and financial implementation of ECTAD programme activities.
•   Maintain the document filing system both in hard and electronic copy, type correspondence and documents, receive and screen correspondence, attach necessary background information and maintain records of the communications;
•   Answer telephone and respond to routine inquiries, arrange appointments, receive office visitors and refer them to the concerned colleague;
•   Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
•   Assist with the drafting and editing of project briefs, progress reports and other reports; record minutes of meetings
•   Assist the ECTAD team in the development and updating of programme work plans;
•   In collaboration with the ECTAD Operations and Technical Officers, develop the draft administrative documents (contracts, memoranda of understanding,
•   Terms of Reference, tender documents, purchase orders, etc.);
•   Assist in the procurement of supplies and equipment (including assistance for the customs clearance), provide inventory controls and be responsible for the receiving, storage, safekeeping, proper use, and transportation of equipment and supplies procured;
•   When authorized, make disbursements from petty cash fund, maintain records of these disbursements and balance accounts as required;
•   Supervise and update the office inventory, supply, and equipment; Ensure the supply of material/equipment for the ECTAD Office such as stationery, electricity, water, transportation (if any);
•   Assist with the organization of workshops, meetings and training causes including booking of hosting facilities/venues, travel, transportation, translation, etc.
•   Prepare travel authorizations (TA) & Travel Expense Claims (TEC) for all ECTAD staff as required and assist ECTAD staff with security clearance request and the hotel booking.
•   Maintain a database for out of country travel for all ECTAD projects, a database for all translated documents/legislation, and a database for all international and national consultants;
•   Provide briefings and information to newly assigned personnel on general administrative matters;
•   Perform other related duties as required

DURATION: 6 months (with possibility of extension subject to availability of funds)

Location: Accra

How to Apply For the Job

Interested candidates must complete the FAO Personal History Form (PHF) or visit the iRecruitment website below and complete your online profile and submit together with CV and Cover Letter to The HR Officer, FAO Regional Office for Africa, Accra

or through:

[email protected]

Closing Date: 13 February, 2017