The Administrative Assistant will work as part of a multidisciplinary team to ensure continuous engagement with the office support actions, stakeholders and partners.

Tasks and responsibilities

•    Maintain financial records and monitoring systems for the office; manage petty cash; monitor project and programme accounts for which responsibility is assigned.
•    Prepare correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
•    Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning.
•    Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
•    Maintain a filing system of administrative and financial documents.
•    Support the administration of personnel and equipment.
•    Provide and coordinate communication, information, documentation, administrative and protocol support processes for the office.
•    Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from projects teams
•    Review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; maintain a follow-up system.
•    Maintain control of records and files; follow-up on deadlines with project team.
•    Coordinate meetings and events held inside or outside the office, including the provision of meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants.
•    Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties.
•    Manage drivers schedule and control of vehicles
•    Compile relevant data and datasets following completion of activities or in preparation to implementation of activities.
•    Process, organize, and analyze data collected in the field following guidelines provided by NRM component experts.
•    Organize NRM data and information from four technical themes in a well-structured and organized format.
•    Support preparation of training materials for upload on the learning management systems under development by NRM component.
•    Prepare relevant materials for publication as interactive content using Articulate Storyline.
•    Support preparation of reports and publications including standardization and editing.
•    Support preparation of presentations and other publications.
•    Compile draft content required for design by FAO KSA graphic designer or by contracted design agencies
•    Be able to effectively use standard office software, such as MS Office (Windows, Outlook, Word, Excel, Access, PowerPoint, Project, Exchange and Internet) and administrative software and/ or other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    National of the Kingdom of Saudi Arabia.
•    University degree preferably in any branch of business administration development studies, political science, economics, social science, or other related field is required
•    Minimum 1 year of work experience in relevant field
•    Working knowledge (level C) in Arabic and limited knowledge (level B) in English

FAO Core Competencies

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

Technical/Functional Skills

•    Ability to encourage and contribute to clear and open communication
•    Ability to be accountable for the delivery of agreed upon results
•    Ability to execute responsibilities to a high-standard
•    High ethical behavior and understanding of norms of the Organization
•    Timely completion of assigned task
•    Ability to share knowledge and seek continuous improvement in performance
•    Ability to take action as per project requirement