Administrative Support Specialist

Position details

• Vacancy number: 2601775
• Opportunity type: Non-staff opportunities
• Grade / contract type: PSA (Personal Services Agreement)
• Organizational unit: RNE - Regional Office for the Near East and North Africa (Cairo)
• Duration: Up to 11 months
• Application deadline: 31/Aug/2026, 11%5C:59%5C:00 PM

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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

• 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 person 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 that is 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 staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Regional Office for the Near East and North Africa (RNE) leads FAO’s efforts to address regional priorities related to food security, agriculture and rural development through the planning, coordination and implementation of programmes and projects across the region. In support of these activities, the Administrative Support Specialist provides administrative and operational assistance to ensure the efficient functioning of the Office. This includes supporting day-to-day office operations, coordinating meetings and events, maintaining records and correspondence, assisting with travel and logistics arrangements, facilitating communication with internal and external stakeholders, and providing administrative support to the implementation and monitoring of regional programmes and initiatives. The role contributes to the smooth delivery of RNE’s mandate by ensuring effective administrative coordination and compliance with FAO policies and procedures.

The post is located in the Regional Office for the Near East and North Africa (RNE) in Cairo, Egypt.

Reporting Lines

The Administrative Support Specialist reports to one or more professional staff and receives guidance from fellow affiliate personnel and/or administrative support staff members. He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures and interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.

Technical Focus

The Administrative Support Specialist performs a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Tasks and responsibilities

•    Provide comprehensive administrative and office support to the assigned officer and team, including managing correspondence, maintaining records and files, screening communications, scheduling appointments, and responding to routine inquiries. 
•    Coordinate travel arrangements for staff and affiliate workforce, including preparation and processing of travel authorizations, claims, and related logistics. 
•    Review, distribute, and track incoming correspondence and documentation, ensuring timely follow-up on pending actions and compliance with established procedures.
•    Draft, proofread, edit, and format routine correspondence, reports, presentations, and other documents, ensuring accuracy and compliance with organizational standards. 
•    Initiate and process administrative actions within corporate systems related to general administration, procurement, finance, human resources, and travel. 
•    Support human resources and recruitment activities, including the administrative processing of vacancy announcements and consultant contracts. 
•    Compile, organize, and maintain information, databases, mailing lists, spreadsheets, and reference materials to facilitate reporting and operational activities. 
•    Maintain both electronic and physical filing systems, ensuring records are accurate, accessible, and up to date. 
•    Coordinate and monitor administrative processes and workflows, proactively following up with stakeholders to ensure timely completion of actions and deliverables.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    High School diploma or University degree in Business Administration, Public Administration, Management, Administrative Sciences, Human Resources, or a related field.
•    At least one year of experience in administrative support, office management or operational support functions, including experience in travel administration, records management, workflow tracking, and the processing of administrative transactions in a corporate environment. 
•    Full proficiency/Working knowledge of English. 
•    National of Egypt or resident of the country with a valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

•    Experience providing administrative support within a multilateral organization, international organization, or large decentralized institution.
•    Demonstrated experience using ERP or enterprise management systems for processing administrative, travel, procurement, finance, or human resources transactions.
•    Demonstrated experience in programme and project support, meeting and event coordination, travel and logistics administration is an asset.
•    Demonstrated experience providing administrative support to human resources processes, monitoring workflow coordination involving multiple stakeholders, and drafting official correspondence, reports, and presentations in English would be considered an asset.
•    Intermediate knowledge (Intermediate proficiency – level B) of a second FAO language is an asset.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

 ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help or have queries, please contact: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT