National Administrative and Logistics 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

The main aim of FAO Country Offices, headed by an FAO Representative, is to assist governments to develop policies, programmes, and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. FAO participates in the development and implementation of field projects in the sectors of food security, agriculture, and rural development. This requires the integration within the broader framework of sustainable food and agriculture that aims at increasing production and productivity, addressing climate change, and managing natural resources; and enhance rural livelihoods.

FAO in Lao PDR is dedicated to working with the government in preventing and controlling emerging infectious and zoonotic diseases by working closely with national stakeholders in the animal production and health sector.

Reporting Lines

The National Administrative and Logistics Assistant reports directly to the AHP Country Team Leader, Lao PDR, under the operational guidance of the Operations Officer and the overall administrative and functional guidance of the FAO Representative in Lao PDR. The incumbent will closely collaborate with project staff as well as with government counterparts at national and provincial level and other implementing partners and stakeholders.

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.

Technical Focus

The National Administrative and Logistics Assistant will provide administrative, logistical, operational, and office support services to facilitate effective implementation of FAO programme and project activities in compliance with FAO administrative, financial, procurement, and operational procedures.

Tasks and responsibilities

• Provide administrative and clerical support for programme and project implementation.
• Draft, type, format, and file correspondence, letters, reports, meeting minutes, and other official documents.
• Maintain proper filing systems, both electronic and hard copy, ensuring accurate documentation and confidentiality.
• Receive, screen, and route incoming correspondence, telephone calls, and visitors appropriately.
• Support photocopying, scanning, printing, binding, and distribution of documents and materials.
• Monitor office supply inventory and coordinate replenishment of stationery and office consumables.
• Assist in maintaining office facilities, meeting rooms, and office equipment in good working conditions.
• Coordinate incoming and outgoing mail, courier services, and document dispatch.
• Assist in ensuring a clean, organized, and functional office environment.
• Coordinate logistical arrangements for meetings, workshops, trainings, conferences, and field missions.
• Arrange travel authorizations, flight bookings, accommodation, transportation, visas, and related logistics for staff, consultants, and participants.
• Create vendors, Travel Authorizations (TAs), and Travel Expense Claims (TECs) in the FAO Global Resource Management System (GRMS).
• Compile and verify supporting documents for payments, travel claims, workshop expenses, and liquidation of advances in compliance with FAO rules and procedures.
• Coordinate workshop venues, catering services, interpretation services, and meeting facilities.
• Prepare and distribute workshop materials, agendas, attendance sheets, and meeting packages.
• Support field missions and operational activities, including transportation and logistics coordination.
• Coordinate vehicle requests, drivers’ schedules, and transportation arrangements for official activities.
• Liaise with hotels, transport providers, suppliers, and other service providers to support operational activities.
• Support inventory management, asset tracking, and maintenance records for office and project equipment.
• Prepare procurement requests, requests for quotations, bid documentation, and vendor communications.
• Support collection and verification of supporting documents for procurement and payment processing.
• Assist in preparing operational and activity-related payment documentation.
• Maintain procurement and financial records and ensure proper filing of supporting documents.
• Assist in compiling administrative and operational cost estimates for meetings, workshops, travel, and logistical activities as required.
• Liaise with government counterparts, project partners, service providers, and stakeholders on administrative and logistics matters.
• Coordinate internal communication and administrative follow-up related to programme implementation.
• Support scheduling of meetings, appointments, and project activities.
• Provide administrative and logistical support during official meetings, workshops, training sessions, and events.
• Support communication and coordination between project teams and operational units.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
• University Degree in Administration, Finance, Accounting, Economics, or related field.
• Minimum of 2 years of experience in general project/office administrative, operations activities related to procurement, and financial support.
• Working knowledge in English and Laos.
• National of Lao PDR.

FAO Core Competencies

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

Technical/Functional Skills

• Computer literacy: proficient in Microsoft Office Word and Excel applications
• Extent and relevance of experience in project implementation and administration support in UN agencies would be an asset.

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