National Administrative Assistant

Food and Agriculture Organization of the United Nations; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A global agricultural organization is seeking a National Administrative Assistant in Pretoria, South Africa. The role involves managing appointments, coordinating office events, and providing administrative support. Applicants must have secondary education and three years of relevant office experience. Proficiency in English and familiarity with office technology is required. The position offers a full-time employment opportunity in a diverse and inclusive environment.

Qualifications

• Three years of relevant experience in office/management support work.
• Proficient in English (Level C).
• Experience with office technology equipment.

Responsibilities

• Maintain the supervisor's calendar and arrange appointments.
• Screen calls and respond to queries.
• Coordinate office support for meetings and events.
• Draft responses and maintain confidentiality.

Skills

Office management

Communication

Teamwork

MS Office applications

Education

Secondary school education

Job description

How to Apply

• Complete an online profile on the FAO Jobs recruitment portal and ensure it is accurate, complete, and includes employment records, academic qualifications, and language skills.
• Attach a letter of motivation to the profile.
• After profile completion, submit your application via the portal.
• Provide performance assessments and authorise verification checks of past and present work, education, military, and police records if requested.
• Only applications received through the FAO recruitment portal will be considered. Incomplete applications will not be considered.
• Submit your application well before the deadline, as delaying may result in rejection.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the 2030 Agenda by supporting the transformation to more efficient, inclusive, resilient and sustainable agri‑food systems, better production, better nutrition, a better environment and a better life, leaving no one behind.

The FAO Country Office in Pretoria, South Africa, assists governments to develop policies, programmes and projects that achieve food security, reduce hunger and malnutrition, and promote sustainable use of agricultural resources.

Reporting Lines

The National Administrative Assistant reports directly to the FAO Representative in South Africa.

Technical Focus

Administration, with collaborative work in Administration and Programme units, including the Resilience Hub (REOSA). The incumbent will support the office of the FAO Representative (FAOR) and play a pivotal role in managing its operations.

Tasks and Responsibilities

• Screen appointment requests, maintain the supervisor’s calendar, confirm schedules and arrange appointments.
• Receive visitors, screen telephone calls and respond to queries and correspondence of sensitive or technical nature.
• Coordinate office support for meetings, trainings, seminars, committees, special projects and events; attend meetings, prepare minutes and monitor follow‑up activities.
• Make arrangements for editing, translation, and formal approval of documents and publications.
• Review, log, distribute and process incoming mail and correspondence.
• Track and follow up on pending actions to ensure timely completion.
• Draft responses to various correspondence, applying technical terminology and office procedures.
• Conduct quality control for outgoing documents to ensure adherence to FAO style, format, grammar, punctuation and consistency.
• Monitor the FAOZA email account and update the FAOR on daily content and messages.
• Create and maintain the work units’ filing and reference systems; review office procedures and recommend improvements.
• Maintain confidentiality of communications pertaining to the office of the Representative.
• Maintain partnership database and contact details of key partners for the office.
• Support communication workflow from the Office of the Representative to various units in the organization.
• Perform additional administrative duties as required.

Minimum Requirements

• Secondary school education.
• Three years of relevant experience in office/management support work.
• Working knowledge (proficient – level C) of English.
• Nationality of South Africa.

FAO Core Competencies

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

Technical/Functional Skills

• Very good knowledge of MS Office applications, internet, and office technology equipment.

Additional Information

• FAO does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing).
• Applications received after the closing date will not be accepted.
• FAO only considers higher educational qualifications obtained from institutions accredited or recognized in the World Higher Education Database (WHED).
• Applicants will be required to be medically fit for appointment, meet any residency or visa requirements, and pass security clearances.

Employment Details

Key Skills: Generator, Accommodation, Football, Advertising, Architectural Design.
Employment Type: Full‑Time.
Experience: Years.
Vacancy: 1.

Equal Opportunity Statement

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture.
• Qualified female applicants, qualified nationals of non‑and under‑represented Members, and persons with disabilities are encouraged to apply.
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct and to uphold FAO’s values.
• FAO, as a Specialized Agency of the United Nations, has a zero‑tolerance policy for conduct incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
• All selected candidates will undergo rigorous reference and background checks.
• All applications will be treated with the strictest confidentiality.

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants to best serve FAO Members in all regions.