Administrative Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

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.

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application

• 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/. These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings.
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT