Under the overall supervision of the FAO WBGS Head of Office, the general supervision of the Operations Officers and the direct supervision of the HR Assistant, the incumbent will perform a range of administrative duties as indicated by the requirements and structure of the organization to ensure consistent service delivery.
Duties and Responsibilities
- The Operations Clerk works in the Human Resources and/or Procurement units to ensure consistent service delivery in full compliance of UN/FAO rules, regulations, and policies.
Summary of key functions:
- Support to implementation of HR, administrative and travel services;
- Support and follow-up on procurement related activities;
- Support to knowledge building and knowledge sharing
Human Resources and Travel:
- Assists in ensuring full compliance of HR processes and records with FAO rules, regulations, policies and strategies;
Assists in implementing HR services focusing on achievement of the following results:
- Processing of contracts and tracking of HR transactions related to positions, recruitment, benefits, earnings/deductions, recoveries, adjustments and separations.
- Preparing correspondence and reports on own initiative or from brief instructions on matters related to personnel functions;
- Checks and maintains attendance records, leave reports; answers queries relating to leave entitlements and accruals;
- Preparation of leave plans on quarterly basis and updating it regularly;
- Maintenance of proper filing system for HR records and documents.
- Assists in processing the necessary travel arrangements ensuring compliance of the FAO travel guidelines;
- Provides support to staff members/Consultants and their dependents in obtaining the necessary visas/entry permits in accordance with requirements of the United Nations and national government;
- Assists in preparing procurement processes including preparation of Request for Quotations (RFQ), receipt of quotations, bids or proposals, their financial preliminary evaluation (prepares tabulations), follow up with bidders to request missing documents;
- Assists in preparing Low Value Purchase orders (LVPOs) and contracts: prepares the needed RFQ, collects quotations, monitors receipt of required documentation, prepares NFF and issues the needed PO or LVPO;
- Assists in keeping track of payment schedules for all LVPOs and purchase orders;
- Assists in implementing internal control system to ensure that purchase orders are duly prepared and dispatched;
- Assists in updating the rosters of suppliers;
- Files documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts;
- Participates in the bid opening process;
- Supports the collection of information on assets management, maintenance of records and files on assets management;
- Assists in the maintenance of files and records relevant to office rent, maintenance and inventory; records of non-expendable equipment;
- Supports the maintenance of the proper filing system for office records and documents.
Performs other duties as required.
- The key results have an impact on the execution of the administrative services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative services.
FAO Core Competencies:
- Results Focus
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Demonstrates commitment to FAO’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Knowledge Management and Learning
- Shares knowledge and experience;
- Encourages office staff to share knowledge and contribute to FAO Practice Areas;
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
Development and Operational Effectiveness
- Ability to perform a variety of specialized activities related to administrative issues;
- Sound knowledge of administrative rules and regulations;
Leadership and Self-Management
- Focuses on result for the client;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure;
- Demonstrates openness to change;
- Responds positively to feedback and differing points of view;
Required Skills and Experience
- High School Diploma, University degree in Business Administration would be desirable.
- Three years of relevant human resources or administrative experience at the national level is required. Thorough knowledge of modern office procedures.
- HR /administrative experience with UN agencies is desirable.
- Working knowledge of English and Arabic. Knowledge of Hebrew is an additional asset.