Administrative Assistant

Organizational Setting

FAO's office in Yemen is responsible for developing, promoting, overseeing and implementing strategies and programmes that address food security, agriculture, fisheries, forestry, and rural development priorities throughout the country. The FAO Representation works closely with government institutions, development partners, and other stakeholders to support sustainable development and humanitarian response efforts.

The Administrative Assistant position is based in Sana'a, Yemen, and provides administrative, logistics, and operational support to ensure the efficient functioning of the office and compliance with FAO administrative procedures and corporate requirements.

Reporting Lines

Under the overall guidance of the FAO Representative (FAOR) and Administrative Specialist, and the direct supervision of the Assistant FAOR Administration, the incumbent will work closely with all FAO units and support the delivery of administrative and operational services.

Technical Focus

The Administrative Assistant provides administrative, procurement, logistics, facilities, and office support services, ensuring the efficient processing of administrative transactions and compliance with FAO rules, regulations, policies, and procedures.

Tasks and responsibilities

• Provide routine administrative and clerical support to the office.
• Maintain organized physical and electronic filing systems for administrative records and correspondence.
• Receive, record, and route administrative correspondence and requests for follow-up.
• Assist in compiling data and information for preparation of procurement plans and administrative reports.
• Prepare and track Purchase Requests (PRs) for office supplies, services, and guest house requirements in line with established procedures.
• Track administrative requisitions, deliveries, and related documentation.
• Provide logistical support for meetings, workshops, training, and office events.
• Assist in preparing payment supporting documents and follow up on payment processing status.
• Support the management of petty cash documentation, invoices, and vendor records.
• Maintain updated records of contracts, payments, inventory, and administrative files.
• Monitor office supplies and assist in inventory tracking and replenishment.
• Coordinate routine office maintenance, cleaning, and repair requests with service providers.
• Support guest house and office facility administrative arrangements as required.
• Perform other related clerical and administrative duties as assigned by the supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in Business Administration, Public Administration, Finance, Economics or other equivalent/related field of study.
• Three years of relevant experience in office/ administration or related work
• Working knowledge of English and Arabic
• National of Yemen.

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, particularly in field offices or decentralized operations, is considered an asset.
• Extent and relevance of experience in Travel and Administrative Tasks
• Proven strong communication, interpersonal and negotiation skills;
• Experience in analytics

Selection Criteria

• Ability to plan, organize, implement and report
• Excellent communication, writing and presentation skills in English.
• Demonstrated ability to work under difficult conditions and a high degree of pressure.
• Work experience in international humanitarian organizations
• Work experience in travel and accommodation related companies
• Understanding of complex emergencies; experience working in insecure and crisis environment.
• The incumbent must possess teamwork spirit, ability to work under minimum supervision, flexibility
• Ability to keep sensitive information as confidential.
• Capacity to take initiative, and suggest modifications in the process

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.