Organizational Setting

The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially, and environmentally sustainable manner. Achieving food security for all is at the heart of FAO's efforts – to make sure people have regular access to enough high-quality food to lead active and healthy lives. 

The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy. 

Our three main goals are the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate, and genetic resources for the benefit of present and future generations.

The Food and Agriculture Organization (FAO) operates country offices worldwide to assist governments in developing policies, programs, and projects aimed at achieving food security, reducing hunger and malnutrition, and promoting sustainable agriculture, fisheries, and forestry sectors. The FAO country office in Ethiopia implements projects funded by humanitarian, transitional, and development sources, focusing on sustainable production, economic growth, and resilience of livelihoods. The office collaborates closely with government agencies, non-governmental organizations (NGOs), donors, and local communities to address food security challenges and promote sustainable development in Ethiopia. FAO Ethiopia has six field offices in different parts of the country. 

The position is located at Jijiga, Somali Region, Ethiopia.

Reporting Lines

The incumbent works under the general supervision of the FAO Representative in Ethiopia, the general guidance of the Senior Administrative Officer and direct supervision of Field Office Coordinator.

Technical Focus 

Develop and maintain document processing and systems to ensure availability of accurate, timely information and to enhance the workflow. 

Tasks and responsibilities

•    Provide general administrative and secretarial support to the field office.
•    Manage and administer Outposted Petty Cash (OPC) allocated in the field office in accordance with FAO rules & regulations.
•    Liaise with the HR Office in Addis Ababa and provide logistical support in recruitment of new Field personnel and contract extension for existing field staff.
•    Provide administrative support, including recording worked hours for the payment of fees to national consultants and other related tasks.
•    Collaborate with the FAO Representative's office to support the organization of high-level field visits, including donor missions, by arranging logistics, accommodations, and meeting schedules.
•    Act as the focal point for FAO assets within the field office, maintaining accurate records and coordinating asset management activities in compliance with FAO guidelines.
•    In consultation with HR and Travel, assist in the compilation of quarterly travel plans for the Field Office
•    Facilitate field staff duty travel, by initiating Travel Authorization Requests (including Security Clearances and arrangement of vehicles) and assemble information pertinent to the purpose of the travel as appropriate in accordance with FAO rules and regulations.
•    Facilitate logistical and procurement processes for workshops, trainings, and events organized by field office including securing approvals for purchase request and technical clearance, vehicle requests and requests for Operation Advances
•    Maintain, update and transmit inventory records of non-expendable equipment.
•    Manage day-to-day activities of the field office, including overseeing stationery supplies, vehicle maintenance, and other operational tasks to ensure smooth office operations.
•    Supervise contractor staff such as cleaners, guards, and other support personnel, ensuring compliance with FAO standards of conduct and performance.
•    Follow up with field colleagues on the timely settlement of advances (e.g., Travel Advances, Operational Advances, Vendor Advances)
•    Assist in the compilation of quarterly travel and recruitment plans for the field offices. 
•    Support the coordination of field activities, meetings, and workshops.
•    Perform any other related duties as may be required in connection with project administration and secretarial work.