Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) Subregional Office for the Pacific (SAP) covers Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Republic of Marshall Islands, Nauru, Niue, Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. FAO SAP is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional agriculture, food, nutrition and rural development priorities. FAO SAP develops and maintains relations with subregion-wide institutions including the Council of Regional Organizations in the Pacific (CROP). The Subregional Office is a subsidiary of FAO’s Regional Office for Asia and the Pacific (RAP) in Bangkok.

The main aim of the FAO country offices, which are 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.

Reporting Lines

Under the Overall Supervision of Sub Regional Coordinator and the technical supervision under Administrative Officer in SAP office, the incumbent will report to the Assistant FAO Representative (Programme) in Vanuatu.

Technical Focus

Administrative, financial, and operational support for the FAO Vanuatu office, including petty cash management, travel coordination, asset and inventory management, procurement support, record keeping, and general office administration.

Tasks and responsibilities

• Maintain petty Cash accounts; reconcile expenditures, balances, payments, statements and other data; Maintain local assets and inventory records with responsibility for proper recording of assets, their maintenance and safeguard

• Support the local travel functions.

• Support VISA arrangement for FAO visiting missions and logistics when needed.

• Assist on creating and registering the NST travellers (Government officers).

• Maintain the travel data base for local travel request.

• Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action.

• Identify, review and claim refunds of travel costs from travel agents or travellers and take necessarily follow up action.

• Help on office communication (Telephone system) if required.

• Undertake responsibility for Stationery, acting as the Custodian and keeping record of management

• Maintain a filing system of administrative and financial documents.

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations.

• Support actions in the country offices related to Procurement and HR, when needed.

• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.

• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High school diploma required.

• Three years of relevant experience in administration, finance, accounting, procurement, logistics, or office support.

• Working knowledge of English.

• National of Vanuatu or resident with a valid work permit.

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement