Territorial Administrative Assistant Vacancy-Job Ref: BJGTFAO/3006/2025826

Territorial Administrative Assistant Vacancy-Job Ref: BJGTFAO/3006/2025826

Huehuetenango (Guatemala)

Job Description

FAO strives to ensure gender, geographic, and linguistic diversity among its staff and international consultants in order to best serve the Organization’s Member States in all regions.

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FAO is committed to achieving diversity in its workforce in terms of gender, nationality, origin, and culture.
Women, nationals of underrepresented or unrepresented Member States, and persons with disabilities who possess the necessary qualifications are encouraged to apply.
All individuals working for FAO must adhere to the highest standards of integrity and professional conduct and uphold FAO’s values.

As a specialized agency of the United Nations, FAO maintains a zero-tolerance policy toward conduct inconsistent with its statute, 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.

Organizational framework

The Food and Agriculture Organization of the United Nations (FAO) and the Government of Guatemala signed the Country Programming Framework (CPF) 2022-2025, which defines the national priorities that FAO will address through country-level actions within the scope of their respective strategic frameworks. These priorities aim to guarantee FAO’s comparative advantages in contributing to the achievement of the goals established in State policy instruments such as the National Development Plan K’atún Nuestra Guatemala 2032 (CONADUR-SEGEPLAN, 2014), the National Development Priorities (SEGEPLAN, 2016), the General Government Policy 2020-2024, as well as the United Nations Cooperation Framework for Sustainable Development of Guatemala and the 2030 Agenda.

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Guatemala’s MPP establishes three government priority areas that FAO will address: 1) More productive, prosperous, and inclusive territories for a better life; 2) Food security and improved nutrition; and 3) Resilience and a better environment. The outcomes contemplated in these three program areas will be achieved through the development of the Organization’s normative instruments and projects implemented by FAO, together with its partners, in the country.

The project “Support for post-crisis actions for the recovery and rehabilitation of livelihoods and assets of households in rural areas most affected by COVID-19” is aligned with the institutional efforts of the Government of Guatemala, especially with SESAN, MAGA and MINECO, to serve family farmers, agricultural producer organizations, and micro and small agricultural businesses affected by the COVID-19 pandemic in 15 municipalities in the departments of Huehuetenango, Quiché, and Alta Verapaz. These municipalities are estimated to have a higher percentage of indigenous population than the national average.

Hierarchical dependence

The territorial administrative assistant will be under the supervision of the Project Coordinator with the guidance of the Assistant Representative (Program)

Field of specialization

The territorial administrative assistant will coordinate administrative, financial and logistical actions with the REME Project team and the FIDAM PC, suppliers, strategic partners, as well as with organizations with whom letters of agreement are signed in the Project area, staff of the municipal extension agencies of MAGA, promoters of the teaching-learning centers – CADERs -, and with directors and leaders of producer organizations in the municipalities of Huehuetenango, Quiché and Alta Verapaz.

Tasks and responsibilities

Contact, update, and follow up with local suppliers to register and process various purchases.
Manage and keep records of the liquidation of petty cash for the Projects.
Support project managers in making quarterly fuel requests through a digital platform
Control of preventive and corrective maintenance of the vehicle fleet by completing the maintenance log for each vehicle in the Projects on a quarterly basis.
Update the project asset inventory.

Assist in budget control and financial management of the project, monitoring payments as requested by the Budget Holder/BH, supporting project coordination in preparing budget revisions, and reconciling project accounts in compliance with FAO standards.
Support in the management of trips/missions carried out by project staff.
Support the team with the logistics of developing seminars, workshops, etc. organized by the project
Support the Human Resources Unit with the control and recording of training, vacation, and other aspects of the Project’s human resources.

Maintain up-to-date records of input delivery and the respective means of verification.
Support the review of financial reports from partners of the Project Letters of Agreement
Operate and keep records of settlements, refunds, and advances of Project funds.

Keep track of the corresponding vehicle logs
Support directors in the development and/or updating of the Projects’ purchasing plan
Faithfully comply with FAO standards and regulations.
Ensure compliance with Social and Environmental Safeguards in the performance of their duties.

Prepare consulting report.
CANDIDATES WILL BE EVALUATED ACCORDING TO THE FOLLOWING CRITERIA:

Minimum requirements

Certified accountant with university technical studies.
Minimum relevant experience of 8 years in logistical and administrative support.
Working knowledge of Spanish
Guatemalan nationality
FAO Core Competencies

Results-based approach
Teamwork
Communication
Establishing effective relationships
Knowledge sharing and continuous improvement
Technical/functional skills

Experience in establishing inter-institutional relationships with the public, private, and cooperation sectors, among other entities
Experience and skills in financial reporting
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Selection criteria

Proven experience of at least 8 years in administrative, financial, and logistics assistant positions.
Administrative experience in cooperation and development projects, preferably with the United Nations System.
Knowledge and experience in administrative procedures and records
Proven five years of experience supporting small-scale producer organizations with administrative issues.

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