Temporary Office Support

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind. The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind. The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.

Reporting Lines

The incumbent reports to one or more Professional Staff Officers International Consultants and receives guidance from other colleagues in the work unit.

Technical Focus

The incumbent performs a large variety of routine operational, administrative, and logistics services and office support functions. He/she contributes to the smooth and efficient running of the work unit and delivery of the organizational unit's programme and projects.

• Office and Administrative Support
• Finance Support
• Human Resources Support
• Procurement Support
• Travel and Administrative services Support
• Programme and Operations Support

Tasks And Responsibilities

The incumbent will perform the following tasks:

Office and Administrative Support

• Manage petty cash, accounts, utilities, and financial records.
• Maintain assets, inventory, stationery, and administrative files.
• Coordinate local and international travel, including registrations, payments, and refunds.
• Support office communications and administrative operations.
• Retrieve, verify, and maintain financial and administrative data.
• Support recruitment and coordination of affiliate workforce.
• Prepare routine administrative and financial correspondence.
• Support front desk, visitor reception, and mail distribution.

Finance Support

• Manage petty cash, imprest accounts, financial records, and transactions (under the supervision of the Budget Holder)
• Monitor budgets, expenditures, and prepare financial reports.
• Review and process vendor, consultant, and project payments.
• Support project payments, allowances, and budget performance monitoring.
• Provide financial guidance and support to staff and improve office procedures.

Human Resources Support

• Support the overall hiring plan for hiring of national and international affiliate workforce.
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
• Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
• Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
• Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
• Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
• Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization's values and commitments.
• Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, and innovation.
• Assist in the performance evaluation process of national and international consultants,