Jobs at Food and Agricultural Organization, Abidjan, Ivory Coast

Position: Administrative Assistant

Key duties

• Assist the Operations Officer in all aspects (administrative, logistical, financial) related to the implementation of ECTAD projects
• Similarly, maintain a system for archiving documents in paper and electronic format, drafting correspondence projects, receiving and recording correspondence;
• Answer phone calls and routine inquiries, make appointments, receive and refer visitors to relevant colleagues.
• Contribute to the preparation of monthly cash accounts by recording expenses and receipts (purchase orders, Excel spreadsheet, etc.), monthly financial reports on the budget and expenditures of ongoing projects;
• In collaboration with the ECTAD Côte d’Ivoire team, develop administrative documents (contracts, memoranda of understanding, terms of reference, tender documents, order form, etc.)
• Assist in the monitoring and evaluation of purchases and archiving of purchases of office supplies and equipment (including assistance for customs clearance), monitoring as well as control of inventories and ensuring the reception, storage, preservation, correct use and transportation of purchased equipment and supplies;
• Verify the conformity of the invoices submitted by the suppliers and submit them to the head of the ECTAD Team for authorization of payment;
• Supervise and update the inventory of office equipment and materials; Provide material/equipment for the ECTAD office such as stationery, electricity, water, transportation (if applicable);
• Maintain the directory of government officials and partners and staff of services and organizations in relation to the activities of the ECTAD program.

Additional duties

• Make disbursements of petty cash funds and keep a record of these disbursements. Also, provide support in the collection and processing of financial and activity data;
• Assist in the organization of workshops, meetings, and training, including the preparation of travel authorizations (TAs), request for airline tickets, accommodation of participants, etc.
• Organize travel and hotel reservations, prepare travel authorization forms and gather all relevant information for the trip; also make visa applications for security and at the end of the mission prepare the different TECs.
• Track ECTAD office international and national staff contracts. Also, provide information on general administrative matters to newly assigned staff.
• Furthermore, perform other related duties as required.

Minimum requirements

• Secondary education (or equivalent commercial school) and BAC + 2. In addition to that, three years of office, administrative or accounting work experience.
• Excellent verbal and written communication skills in Portuguese, as well as French, are required. However, additional fluency in English would be an asset.
• Be able to effectively use common office software, like MS Office (Word, Outlook, Excel, Exchange), etc., accounting software as well as other information systems and databases to enter data, make inquiries, retrieve ad hoc reports and analyze, analyze and write the results in an appropriate format.
• National of Ivory Coast