Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO), in collaboration with the Ministry of Lands, Housing and Country Planning (MLHCP) and with financing from the World Bank, is implementing the project “Innovative Solutions for Land Dispute Resolution in Sierra Leone” (UTF/SIL/059/SIL).
The project aims to:
• Strengthen women’s land rights through gender-transformative approaches
• Improve land dispute resolution systems
• Promote inclusive and participatory land governance
The project involves multiple stakeholders, including government institutions, civil society organizations, traditional authorities, and local communities, and requires strict compliance with FAO and World Bank fiduciary, administrative, and reporting requirements.

Reporting Lines

The incumbent will work under the overall oversight of the FAO Representative (FAOR) and the direct supervision of the Assistant FAO Representative (Administration) (AFAOR – Admin). The incumbent will collaborate closely with the Technical Assistance Coordinator, Operations and Finance Units, and relevant project stakeholders.

Technical Focus

The incumbent will provide administrative, operational, and coordination support to ensure:
• Efficient implementation of project activities.
• Compliance with FAO and donor requirements.
• Proper documentation and reporting.
• Effective coordination with stakeholders and implementing partners.

Tasks and responsibilities

Administrative Support

• Provide day-to-day administrative support to the project team;
• Establish and maintain structured filing systems (electronic and hard copy);
• Draft, format, and proofread official correspondence and reports;
• Ensure proper documentation and archiving of project records.

Logistics and Event Coordination

• Support organization of workshops, trainings, MSP meetings, and consultations;
• Coordinate travel arrangements (flights, accommodation, DSA processing);
• Prepare agendas, attendance sheets, and meeting minutes;
• Ensure proper documentation and evidence of all events.

Financial and Procurement Support

• Assist in processing payments, advances, and reimbursements;
• Support procurement processes and tracking of deliveries;
• Maintain expenditure records and support budget monitoring;
• Ensure compliance with FAO and World Bank financial procedures.

Monitoring, Reporting and Documentation

• Support preparation of inception, progress, and periodic reports;
• Track implementation of activities against the approved workplan;
• Maintain updated databases on activities, participants, and outputs;
• Ensure completeness and accuracy of project documentation.

Coordination and Communication

• Facilitate communication between FAO, government counterparts, and partners;
• Track correspondence and ensure timely follow-up;
• Support organization of coordination meetings and stakeholder engagements.

Data and Information Management

• Maintain project databases and contact lists;
• Support data entry and validation for monitoring purposes;
• Ensure confidentiality and proper handling of sensitive information.

Field Support

• Provide administrative and logistical support for field missions;
• Support coordination of field teams and local stakeholders;
• Ensure proper documentation of field activities.

Compliance and Safeguards

• Ensure adherence to FAO rules and World Bank requirements;
• Support documentation related to safeguards and grievance mechanisms;
• Maintain audit-ready records for internal and external reviews.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum requirements

• Bachelor’s degree in Business Administration, Public Administration, Management, or related field.
• Minimum 5 years of relevant experience in administrative and operational support.
• Working knowledge (proficiency - level C) of English
• National of Sierra Leone

FAO Core Competencies

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

Technical/Functional Skills

• Strong knowledge of administrative, financial, and procurement procedures
• Ability to support project implementation and field activities
• Experience in organizing trainings and workshops
• Knowledge of results-based management approaches
• Strong reporting and documentation skills
• Proficiency in Microsoft Office applications.

Selection Criteria

• Experience in donor-funded or international development projects is an asset.
• Experience with FAO or UN systems is an advantage.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.