Under the overall supervision of the FAO Representative (FAOR) in Sudan and Deputy FAOR, FAOR Assistant (administration), and under Direct Supervision of Technical Officer and Field Officer, the incumbent will perform the following tasks:
Duties and responsibilities:
Preparation of UN security clearances, helicopter requests and all other administrative, security and travel forms and documents;
Work with drivers to follow up on driver log sheets, fuel requests, contracts, upkeep of cars and communicate with Khartoum on these matters;
Office and warehouse maintenance: ensure that office grounds are functioning in terms of electricity, maintenance of appliances, water supply, operationally of generator, availability of basic office stocks, filing of documents and correspondence; ensure that warehouse is in suitable condition to receive goods. Implementation of MOSS compliance.
Logistics: manage goods receipt and goods delivery by ensuring that there is adequate room to store goods, arrange for porters and transport, keep updated log book of goods received and goods delivered to implementing partners and warehouse movements of goods.
Finance: maintain petty cash receipts (under supervision of area coordinator) and prepare petty cash reports, prepare LPCs reports and recommendations.
Conduct computer regular computer training for FAO staff so that they can use their computers quickly and effectively.
Follow up in close collaboration with FAO Khartoum office on all issues relating to administrative, financial and logistical matters.
Establish and maintain efficient databases on project deliveries of supplies to the field by project and monitor and maintain relevant databases on various project activities including training, workshops, missions and seminars. This information should be made readily available for project report writing.
Maintain an information tracking system of staff movement and field missions and ensure that all necessary UN procedures (contracts, security permits, certificates, etc.) are strictly adhered to. Liaise with field offices and the FAO Administration and keep the Emergency Coordinator, the ERCU Operations Officer and/or the ECU deputies informed off breaches against UN-security rules and regulations.
Perform any other related duties as required
Minimum Qualification, Skills and Experience Required:
Secondary school education;
Three years of experience in administrative and office support work;
Working knowledge (level C) of the FAO official language used for communication within the country (English) and working knowledge of the local language (Arabic) required.
Ability to work with accuracy and under pressure to meet deadlines;
Demonstrated ability to analyze complex issues and propose effective solutions;
Demonstrated communication skills, both orally and in writing;
Ability to establish and maintain effective working relationships with people of the different targeted communities in the state.
Extent of familiarity with the geographical region is considered a strong asset;
Experience and working knowledge of FAO policies and procedures would be an asset;
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.
