Administrative Specialist

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

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

• 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

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
The Shared Services Centre (SSC) recommends and administers process management and procedures that need to be executed effectively; ensures the management of quality assurance activities associated with the transactional processes and implementation of service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities.

Reporting Lines

The Administrative Specialist will directly report to the National Professional Officer (Administration).

Technical Focus

The Administrative Specialist provides comprehensive and advanced administrative, operational, and coordination support to the SSC Office of the Director and the wider unit, ensuring efficient service delivery, accuracy, and full compliance with organizational procedures. The role supports management by collecting and analysing data, preparing reports, processing transactions in ERP systems, supporting budget monitoring and financial tracking activities, and drafting official correspondence for review, thereby contributing to effective decision-making and streamlined operations.

We offer a consultancy-based PSA (personal services agreement) contract, initially for 11 months with a possibility of extension.

The Administrative Specialist shall hold the right to reside and work in Hungary at the time of application.

Tasks and responsibilities

Provide support from the beginning to the end in the recruitment process of all contract types for FAO’s Shared Services Centre as listed below:

• Provide day-to-day administrative support to the SSC Head Office, executive management support, including calendar management, meeting coordination, and document preparation.
• Support SSC Board and senior management meetings, including logistics, documentation, and follow-up.
• Liaise with SSC units, headquarters, and external stakeholders to ensure effective coordination and information flow.
• Collect, validate, and analyse data; prepare regular and ad hoc reports to support decision-making.
• Execute and monitor ERP transactions and administrative processes, ensuring accuracy, compliance, and proper record-keeping.
• Support and improve administrative processes and workflows, ensuring timely follow-up on requests.
• Monitor ServiceNow and shared mailboxes, draft responses to routine queries, and manage incoming correspondence, including postal and pouch distribution
• Support budget monitoring, procurement, and administrative tracking of expenditures.
• Assist in organizing trainings, events, and internal activities.
• Manage office supplies and support general office logistics.
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
• A high school diploma is required. University degree/technical diploma is considered an asset.
• Five years of relevant administrative and office management experience. Strong familiarity with administrative processes and organizational procedures
• Working knowledge (level C) of English
• National of Hungary or resident of the country with a valid work permit

Functional Skills:

• Attention to detail and ability to maintain accurate records.
• Ability to draft routine correspondence in English.
• Ability to organise own work, set priorities, and meet deadlines.
• Ability to cope with an increased volume of work during peak periods of a limited duration.
• Good knowledge of MS Office applications
• Good communication and writing skills

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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

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 other issues, 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. Subject to certain exemptions, vaccination against COVID-19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.

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