Organizational framework

The Food and Agriculture Organization of the United Nations (FAO), as the project implementation agency with various donors, such as the Global Environment Facility (GEF), the Green Climate Fund, and others, executes projects throughout the country on various topics. The Representation Office currently has a project portfolio, mostly from GEF and GCF donors. This portfolio includes projects such as the GEF Regenerative Agriculture project, which is in its start-up phase and requires administrative support for the timely and efficient management of processes related to contracting, travel, and other administrative actions necessary for its proper execution and start-up. Likewise, the Representation Office requires administrative and operational support to carry out the daily review and management tasks necessary for its proper functioning.

Hierarchical dependence

The assistant will be under the supervision of the FAO Representative in Chile and the Program Associate.

Field of specialization

The Administrative Assistant’s objective, based on knowledge of the local conditions, culture, and institutions of the country of assignment (Chile), is to ensure the smooth implementation and coordination of projects in administrative and financial terms, in addition to attending to and following up on the administrative matters of the Representation.

Tasks and responsibilities

• Carry out and coordinate all administrative and logistical processes for projects, including travel arrangements, consultant contracts, purchasing, payments, etc.
• Support project consultants and counterparts in organizing seminars and workshops.
• Support in the development of the project procurement plan.
• Participate in the development of selection criteria for the procurement of services and goods.
• Ensure that all administrative actions are carried out in strict compliance with FAO standards.
• Provide timely administrative information for decision-making by the Project Coordination, project team, and FAO Chile Office.
• Support in budget control and review of project work plans.
• Support in the preparation of budget tables for project documents and all related byproducts.
• Assist in the preparation of budget revisions when necessary.
• Prepare project personnel action requests such as contracts, extensions and amendments, vacations, etc.
• Develop payment processes.
• Maintain in an organized and understandable manner the documentation that supports all the administrative processes of the project in FPMIS.
• Support in administrative tasks of the Representation, monitoring FAO Chile emails, preparing responses to invitations to events, activities, meetings with authorities, etc. 
• Support in secretarial tasks required by the Deputy Regional Representative and Representative of Chile, such as reviewing the agenda and responding to emails.
• Perform other tasks as required.

CANDIDATES WILL BE EVALUATED ACCORDING TO THE FOLLOWING CRITERIA:

Minimum requirements

• University degree/Technical diploma in a field related to administration, public relations, communications, or secretarial work.
• Three years of relevant administrative experience. 
• Working knowledge (C level) of Spanish and intermediate level of English.
• Chilean national

FAO Core Competencies

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