Administrative Assistant

FAO BTN organization mission TBD

The Food and Agriculture Organization (FAO) has been actively engaged in Bhutan since 1981, establishing its office in Thimphu in 1985 to foster the nation’s agricultural and food security initiatives. FAO Bhutan collaborates closely with the Royal Government of Bhutan (RGoB) to implement a variety of technical cooperation projects and programs, which are supported by both bilateral and multilateral development partners. With a focus on enhancing sustainable agricultural practices, improving food security, and promoting rural development, FAO plays a crucial role in advancing Bhutan’s socio-economic development objectives.

FAO Bhutan has recently developed the Country Programming Framework (CPF) for 2024-2028, which aims to align with the Sustainable Development Goals (SDGs) and Bhutan’s 13th Five-Year Plan (FYP). The CPF 2024-2028 represents a significant financial commitment of approximately USD 83 million, marking a substantial increase from the previous CPF target of USD 5 million. This funding is intended to assist the RGoB in executing the 13th Five-Year Plan, which emphasizes on transforming the agri-food sector for economic growth and sustainable development.

With an expanding portfolio and substantial resources allocated for the CPF 2024-2028, the Administrative Assistant will play a crucial role in supporting the Country Office in managing operations and ensuring compliance with FAO policies.

The information on FAO Bhutan can be accessed via https://www.fao.org/bhutan/en.

The Administrative Assistant will coordinate and perform a full range of office support and management tasks to ensure efficient office operations. Responsibilities include:
• Providing comprehensive administrative support, including managing schedules, organizing meetings, and coordinating travel arrangements.
• Handling incoming and outgoing correspondence to ensure timely communication.
• Maintaining organized filing systems for physical and electronic documents, ensuring compliance with data protection regulations.
• Assisting in the preparation and formatting of reports, presentations, and other necessary documentation.
• Managing office supplies, equipment, and maintenance to support operational efficiency.
• Assisting in preparing office budgets and monitoring related expenses.
• Supporting the organization and logistics of meetings, workshops, and training sessions, including venue arrangements and participant coordination.
• Serving as a point of contact for internal and external stakeholders on administrative matters and facilitating communication among different teams within FAO Bhutan.
• Ensuring adherence to FAO policies and procedures in all administrative functions.
• Preparing financial and administrative correspondence and processing payments according to established rules.
• Assisting with recurring reports on program, project, and office accounts, as well as budget planning and audits.
• Monitoring the receipt of government contributions and ensuring procurement and customs clearances for programs and projects.
• Ensuring compliance with the Organization’s security guidelines (Minimum Operational Security Standards ‘MOSS’).
• Performing additional administrative tasks as assigned by the supervisor or management.

Results/expected outputs:

As an active FAO team member, efficient, timely, responsive, client-friendly and high-quality support rendered to FAO and its beneficiaries in the accomplishment of her/his functions, including:
• Coordination of logistics for meetings, conferences, workshops, training sessions, and field visits.
• Support for mission visits, including visa arrangements, transportation, and program coordination.
• Implementation of decisions from the Operations Management Team (OMT).
• Assurance of a safe and secure workplace.
• Timely administrative support for smooth office operations.
• Well-organized documentation and records.
• Successful coordination of events and training sessions.
• Effective communication and coordination within FAO Bhutan and with external stakeholders.