Administrative Assistant

Food and Agriculture Organization

Kigali, Rwanda

Experience: 5 to 10 Years

Skill Required: HR and Admin

Current seasonal forecasts for the agricultural Season A in Rwanda, which runs from mid-September to early December, is indicating an increased probability of below-average rainfall, which may cause dry spells in some parts of the country, especially in the Eastern zone and Amayaga region. The forecast below-average Season A rainfall and the increased cost of agricultural inputs are likely to reduce crop yields for the upcoming harvest, which is expected to occur from December 2022 to January 2023.To address that drought issue the Government of Rwanda requested FAO to support in the provision of water harvesting structures and the latter responded by an anticipatory action funded by Belgium. The implementation of that project needs technical and supporting staff, it’s in that regards the recruitment of an Administrative Assistant is crucial.

Reporting Lines

The Office Assistant reports to the FAO Representative or to the Assistant FAO Representative/Administration and receives guidance from the Assistant FAO Representative/Administration. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative, human resources, financial and office support services.

Technical Focus

The Office Assistant performs a large variety of routine administrative, human resources, financial transactions and office support functions contributing to the smooth and efficient running of the work unit and projects.
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

Tasks and responsibilities

  • Provide office, administrative and logistics support to meetings, committees, conferences, etc. organized in the framework of office running activities and implementation of the projects; 
  • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
  • Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
  • Creation of Non Staff Travelers in the Global Resource Management System;
  • Initiate general administrative tasks in the computerized financial / travel / human resources systems;
  • Assist in the procurement process.
  • Manage Petty cash;
  • Follow up on National project personnels’ contracts
  • Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
  • Provide assistance in the administrative processing of vacancy announcements and consultants' contracts;
  • Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files;
  • Perform other duties as required.

Candidates Will Be Assessed Against The Following

Minimum Requirements   

  • Bachelor degree in Accounting, management, Economics or related science
  • Five years of relevant experience in accounting, finance and human resources management 
  • Working knowledge of English (Level C); working knowledge of French (Level C) will be an asset   
  • National of Rwanda

Technical/Functional Skills 

  • Good knowledge of communication and documentation standards
  • Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies 
  • Good knowledge of the MS Office applications, Internet and office technology equipment
  • Good knowledge of the organizational structure