FAO Liaison Office in New York



Please note: Deadline for vacancy extended to 6 February 2015 (previous deadline 24 January 2015)

Food and Agriculture Organization of the United Nations

General Service Vacancy Announcement No:  2014/02-LON

Issued on:

24 November 2014     

Deadline For Application:

6 February 2015    


Job Title:

Administrative Assistant

Grade Level:




Duty Station:

New York, USA

Organizational Unit:


Duration :

Fixed term



Post Number:




CCOG Code:



Organizational Setting

FAO Liaison Office with the United Nations

Main Purpose

The Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

Under the general direction of the Director and supervision of the Senior Liaison Officer: 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.

Working Relationships

The Administrative Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

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

- Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.

- Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.

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

- Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.

- Maintain a filing system of administrative and financial documents.

- Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).

- Support the administration of personnel and equipment.

- Perform other related duties as required.

Impact of work

The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

MINIMUM REQUIREMENTS - candidates will be assessed against the following

Education: Secondary school education.

Experience: Three years of experience in administrative and office support work.

Languages: Working knowledge (level C) of English.

IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.

Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

Technical Skills

- Good knowledge of the Organization's communication and documentation standards (house style)

- Good knowledge of FAO's corporate computerized financial / travel / human resources systems and administrative procedures and policies

- Good knowledge of FAO's organizational structure


Working knowledge (level C) of another FAO official language

Send your detailed FAO Personal History form, indicating the vacancy announcement number, to:

Food and Agriculture Organization of the United Nations

Attn:  Mrs Sharon Brennen-Haylock

One United Nations Plaza, Suite DC1-1125

New York, NY 10017

(212) 963-5425 (fax)

LON-Registry@un.org (email)