Project Administrative Assistant – FAO jobs in the Philippines

Organizational Setting 

For more than four decades, the Food and Agriculture Organization (FAO) has been working with the Government of the Philippines, civil society, community-based organizations and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

FAO in partnership with the Department of Agriculture (DA) and the Department of Science and Technology’s (DOST) Philippine Atmospheric, Geophysical, and Astronomical Services Administration (PAGASA) will be implementing a seven-year Green Climate Fund (GCF) project entitled “Adapting Philippine Agriculture to Climate Change” (APA project). APA aims to increase the resilience of rural men and women who depend on agriculture for their livelihoods in areas vulnerable to climate change while transforming the country agriculture toward climate resilience. This will be achieved through improved capacity of farmers to develop Climate Resilient Agriculture (CRA) enterprises and adopt financially and economically viable CRA practices, and of the government & private sectors to build supporting systems for scaling up. The project aims to directly benefit 1.25 million farmers and indirectly reach another 5.0 million people across 9 provinces in 5 regions in the Philippines.

The project will be executed by DA and PAGASA through FAO Operational Partners Implementation Modality (OPIM) and FAO Philippines providing technical assistance to achieve its objective and expected outcomes.

Reporting Lines

The Project Administrative Assistant reports to the National OPIM Manager and National Technical Assistance Coordinator (Climate Change Adaptation Specialist) and will work under the overall guidance of the FAO Representative of the Philippines.

Technical Focus

The Project Administrative Assistant will provide support in the administrative aspect of project implementation of the APA Project. Among others, support will be provided in the conduct of meetings, travel arrangements and monitoring of budget.
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Tasks and responsibilities

The incumbent will undertake the following tasks and duties:
•    Assist the OPIM manager in overall administrative duties for the project;
•    Coordinate and manage travel arrangements for project team members, including booking flights, hotels, and ground transportation.
•    Ensure that all travel arrangements comply with company policies and procedures.
•    Maintain accurate records of travel expenses and prepare expense reports for reimbursement.
•    Provide administrative support to the project team, including scheduling meetings, preparing agendas, and taking minutes.
•    Manage project documentation and ensure that all documents are properly filed and easily accessible.
•    Assist with the preparation of project reports and presentations.
•    Perform other general administrative tasks as required to support the smooth operation of the project.
•    Prepare reports on progress of travel and other administrative actions, as required.
•    Carry out any other relevant duties within his/her technical competence as may be requested by FAO.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in accountancy, business administration, management, or other related discipline relevant to the assignment;
•    At least three (3) years of experience in providing administrative and financial/logistical support to project implementation at the field level; and
•    Working knowledge  in English
•    National of the Philippines

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Excellent written and oral communication skills in English
•    General knowledge and skills in the use of standard office software, such as MS Office (Word, Excel, Power Point).
•    Familiarity with FAO operational procedures is an advantage
•    In line with FAO policy, commitment to placing accountability to people affected by disaster framework at the core of FAO’s emergency policy and practice, from preparedness up to the onset of an emergency in all phases of the programme cycle

ADDITIONAL INFORMATION