Foodand Agriculture organization of the United Nations

Terms of Reference for Consultant/PSA

Name: / XXX XXX
Job Title: / Admin Assistant (PSA – WAE)
Division/Department: / FAOSEC
Programme/Project Number: / SECRP
Location: / Ankara, Turkey
Expected Start Date of Assignment: / ASAP / Duration: / June-December 2016
Reports to: / Name: / Elif Erkal / Title: / National Administrative Officer

General Description of task(s) and objectives to be achieved

Under the general supervision of the Sub-regional Coordinator, overall supervision of the Administrative Officer, the incumbent has direct reporting line to National Admin Officer, and performs office administrative support functions, as part of FAOSEC Administration Unit. More specifically, to:

key performance indicators

Expected Outputs
  • Responsible for overall logistics, stock controls, assets management, fleet control;
  • Assist in stock control of the office consumables, ensuring up to date and accurate records and timely replenishments of the stock as per needs (raises group purchase requests for office supplies);
  • Assist in preparation of franchise documents (Takrir) for importation of official and personal effects of international staff in SEC Ankara and Gaziantep;
  • Assist in customs clearance services;
  • Processes travel authorisations, Purchase Requisitions and ePPRsfor office support services (admin staff travel, utilities, office consumables etc);
  • Management of courier services, pouch and local postal services;
  • Ensure the timeliness of the fleet management of the office vehicles; update fuel and vehicle logbooks and ensure the timely reflection in COIN;
  • Periodically remove non-current files for transfer to the Records and Archives Unit;
  • Assist in preparation and request for ID card, residency permit and visa for international staff in FAO Ankara, and Gaziantep.
  • Assist in Physical Verification of Assets and Inventory Stock Take.
  • Act as alternate to Finance Assistant during leave of absence.
Perform other related duties as required.

Required Competencies

EDUCATION: Secondary school education including or supplemented by training in business administration
EXPERIENCE: Two years of experience in general administration, previous expeirnce in international orgnaization is an asset;
LANGUAGES: Working knowledge (level C) of the FAO official language used for communication within the country (English) and working knowledge of the local language spoken in the sub-region(Turkish).
COMPUTER SKILLS: Knowledge of ERP systems, MS Office applications. Ability to effectively use word processing, microsoft standard software and other technology equipment.
Other:
Systematic and efficient approach to work assignments, good judgment and analytical ability;
Ability to draft correspondence and ensuring accuracy and consistency.
Computer literacy and ability to effectively use word processing and other office technology equipment.
Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.
Willingness to learn and share knowledge with others;
Prior experience with UN organization is an asset;
Knowledge of Russian is an asset
Ability to understand oral and written directions;ability to work quickly and accurately;;