Organizational Setting

FAO’s interventions are fully aligned with and contribute to FAO’s global vision of “a world free from hunger and malnutrition where food and agriculture contribute to improving the standards of all, especially the poorest, in an economically, socially and environmentally sustainable manner. In doing so FAO strives to transform to a more efficient, inclusive, resilient, and sustainable agrifood system for achieving the FAO “four betters” through issuebased Programme Priority Areas and application of cross cutting accelerators – technology, innovation data and complements.
Better Production, Better Nutrition, Better Environment, Better Life.

Reporting Lines

The Administrative Coordinator works under the supervision of AFAOR (Administratioand in close collaboration with the HR/Admin Specialist at FAOLK and the regional Human Resources Unit.

Technical Focus

The Administrative Coordinator is responsible for coordinating and executing administrative tasks related to the hiring of national and international affiliate workforce, facilitating international and local travel arrangements and other administrative tasks in accordance with FAO rules and regulations.

Tasks and responsibilities

•    Review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
•    Coordinate and manage with the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•    Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
•    Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRM, ensuring the collection and verification of required documentation.
•    Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
•    Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
•    Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization’s values and commitments.
•    Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, and innovation.
•    Maintain confidentiality and handle sensitive information with discretion.
•    Brief National Staff on contractual terms, answer queries and provide clarification on contracts, leave entitlements, medical reimbursements etc.
•    Stay abreast on policy changes and updates to current procedures.
•    Arrange air travel reservations for FAO sponsored travel and support with PHP reservations for international and national personnel to facilitate their respective international travel.
•    Regularly monitor compliance and support with local travel authorizations and process local travel expense claims in a timely manner.
•    Maintain the internal telephone directory and maintain staff contact list.
•    Arranging for UNIDs and FAO email accounts in par with the respective contracts in a timely manner.
•    Update efiling records.
•    Maintain personnel files of affiliate workforce on SharePoint in the designated folders and formats.
•    Assist in the performance evaluation process of national and international consultants, providing logistical and administrative support for the preparation and recording of their performance evaluation reports (QA.
•    Perform other tasks as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in Human Resources, Law, Management, International Relations or related field.
•    Minimum of 5 years of work experience in Human resources and Administration/Travel.
•    Working knowledge of English and Sinhala/Tamil.
•    A national of Sri Lanka or must hold a regular work permit.

FAO Core Competencies

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

Technical/Functional Skills

•    Proven ability to manage HR/admin documentation and information flow, with excellent organizational skills and attention to detail in tracking and maintaining accurate records in computerized systems and databases.
•    Excellent communication and interpersonal skills, with the ability to work effectively with staff and affiliate workforce and build collaborative relationships.
•    A serviceoriented outlook when engaging with both staff and affiliate workforce, ensuring a focus on delivering exemplary service and support.
•    Efficient time management skills.
•    Problemsolving skills to resolve any challenges that may arise during administrative processes.
•    Ability to think outside the box to improve and streamline current administrative procedures.
•    Proficiency in computer applications, including Microsoft Office with the ability to quickly learn and adapt to new software platforms.
•    Ability to work independently with minimal supervision and as part of a team, with a proactive and resultsoriented approach to work.

Selection Criteria 

•    A professional qualification in Human Resources Management would be an asset.
•    Prior experience in the UN would be an advantage.
•    Experience in a similar role and familiarity with the UN System and /or development sector.