Office Assistant

Food and Agriculture Organization

Wewak, Papua New Guinea

The National Office Assistant will work under the direct supervision of the Operations Officer and in overall supervision of Programme Coordinator for EU-STREIT Programme in the Papua New Guinea, and in close collaboration with the Programme Operations and Procurement units. The National Office Assistant may also work in close collaboration with FAO Country Office and other counterparts as required. 

Tasks and responsibilities:
  • Provide all secretarial/clerical assistance and support to the Programme Coordinator and officers under EU-STREIT PNG programme as required;
  • Provide administrative and secretarial support to the EU-STREIT Office for the timely provision of the needed arrangements for travel, training, procurement and other assigned tasks. 
  • Process and follow-up on procurement requests (PR submission in i-Procurement), receipt goods (GRMS Receipt) and other tasks required as a procurement initiator in close consultation with Operations Officer. 
  • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications,
  • Schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors.
  • Record Travel arrangements in FAO systems (GRMS), submission of required clearances (UNDSS TRIP) if required, processing and follow-up on Local Travel Authotization (LTA) and the required settlements after missions (TEC);
  • Coordinate for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, review, etc., of drafted documents as required.
  • Support and participate in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC) and other designated roles.
  • Submit e-requests in FAO ServiceNOW online dashboard as required. 
  • Undertake any other duties as required.

Candidates Will Be Assessed Against The Following
Minimum Requirements: 
  • High school diploma in an Administrative related field;
  • At least 3 years or more in administrative, secretarial or clerical experience;
  • Working Knowledge of English;
  • National of Papua New Guinea.
Technical/Functional Skills: 
  • Strong capability to administer secretarial/clerical assistance and support to the Programme Coordinator and officers under STREIT PNG programme as required.
  • Facilitate logistical arrangements for meetings, workshops, and related events as and when required; and
  • Excellent interpersonal relationship skills to ensure effective communication and coordination with other staff members.
Selection Criteria:
  • Familiarity with UN procedures, rules and regulations would be considered an asset;
  • University degree (Bachelor’s degree) in an Administrative related field