Administrative Support Human Resources

Food and Agriculture Organization

Addis Ababa, Ethiopia

Experience: 3 to 5 Years

Skill Required: HR and Admin

The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially and environmentally sustainable manner. Achieving food security for all is at the heart of FAO's efforts – to make sure people have regular access to enough high-quality food to lead active and healthy lives. 

The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy.

Our three main goals are: the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate and genetic resources for the benefit of present and future generations.

FAO Representation to Ethiopia (FRETH) has various sub-offices across the country and is implementing a number of projects, often in the most inaccessible areas. The FAOR Ethiopia office is co-located with the Sub-regional office for Eastern Africa (SFE) in Addis Ababa and together account for more than 150 personnel. The Administrative Support Services (ASS) unit provides support to both FAO offices and the HR sub-unit is responsible for the provision of client-oriented HR services, consistent with FAO policies and procedures in an effective and efficient manner.

Reporting Lines:

The position is located at FAO Ethiopia Country Office and under the general guidance of the FAO Representative in Ethiopia, the overall supervision of the Senior Administrative Officer and direct supervision of the Senior Administrative Assistant (Human Resources), in the HR Unit. 

Technical Focus: 

The provision of human resources related support services to both SFE and FRETH ensuring high quality, accuracy and consistency of work.

Tasks and responsibilities:

  • Support the recruitment of local personnel [i.e. Personal Service Agreement (PSA), National Project Personnel (NPP), etc.] for all programmes and projects (SFE and FRETH), liaising with relevant officers; submit electronic Personnel Processing Requests (ePPR) through Global Resources Management System (GRMS) for approval, ensuring that the appropriate contract type is entered, and prepare corresponding local personnel contracts;
  • Liaising with relevant officers, ensure that terms of reference (TOR) for local personnel (PSA and NPP) are prepared following the approved TOR format, and with clearly defined result-based duties and outputs;
  • Ensure Note for the File (NFF) is prepared and approved for all short term locally recruited short term personnel;
  • Support the preparation and advertisement of Vacancy Announcements using standard formats and following relevant guidelines for the recruitment of personnel; compile and collate applications received for various PSA and NPP positions;
  • Maintain local personnel database by inserting (and updating) details of personnel contracts issued for all programmes and projects (SFE and FRETH), including contract beginning and ending dates;
  • Assist in the monthly updates of  personnel related information for both SFE and FAOR Ethiopia offices for update of the FAO Telephone directory, UNDSS staff list, Office space plan etc.;
  • Process Separation Clearance form for local personnel (PSA, NPP) requiring termination of services, making sure that the termination is reflected in GRMS and Finance is informed for holding last pay until clearance is fully processed;
  • Ensure Quality Assessment Reports are completed by supervisors on time for local personnel (PSA, NPP) as a prerequisite for extension of  contractual services;
  • Assist in organizing interviews and act as a rapporteur in panels for national Non Staff Human Resources (NSHRs);
  • Provide administrative support to the recruitment of international consultants during the absence of the personnel assigned;
  • Act as a focal  point for the eFile system  and ensure maintenance of proper filing system (both manual & electronic) for NSHR records and documents including archives;
  • Assist in the coordination of FAO Language exams for all staff and invigilate as may be required
  • Maintain leave records of National Project Personnel (SFE and FRETH) and prepare reports showing balances to managers; and to ensure that the relevant absence forms are duly approved, submitted and filed;
  • Assist in updating information related to FAO Ethiopia and SFE projects personnel in COIN;
  • Track and keep database of mandatory documents and trainings for all personnel of SFE and FRETH. 
  • Prepare by-weekly vacancy status report and follow up on actions to be taken.  
  • Draft correspondence related to assigned duties;
  • Perform other related duties as required.

Candidates Will Be Assessed Against The Following:

Minimum Requirements :   

  • Candidate should be a national of Ethiopia
  • Secondary school education supplemented by relevant training in Human Resources Management, Administration and related fields. University degree is desirable but it is not a requirement. 
  • Four years of progressively responsible work experience in HR, business or public administration and office management.
  • Fluency in both oral and written communication in English. Working knowledge (level C) of English and working knowledge of the local language is required.