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.
The Shared Services Centre (SSC) recommends and administers process management and procedures that need to be executed effectively; ensures the management of quality assurance activities associated with the transactional processes and implementation of service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities.

Reporting Lines

The Administrative Specialist will directly report to the National Professional Officer (Administration).

Technical Focus

The Administrative Specialist provides comprehensive and advanced administrative, operational, and coordination support to the SSC Office of the Director and the wider unit, ensuring efficient service delivery, accuracy, and full compliance with organizational procedures. The role supports management by collecting and analysing data, preparing reports, processing transactions in ERP systems, supporting budget monitoring and financial tracking activities, and drafting official correspondence for review, thereby contributing to effective decision-making and streamlined operations.

We offer a consultancy-based PSA (personal services agreement) contract, initially for 11 months with a possibility of extension.

The Administrative Specialist shall hold the right to reside and work in Hungary at the time of application.

Tasks and responsibilities

Provide support from the beginning to the end in the recruitment process of all contract types for FAO’s Shared Services Centre as listed below:

•    Provide day-to-day administrative support to the SSC Head Office, executive management support, including calendar management, meeting coordination, and document preparation.
•    Support SSC Board and senior management meetings, including logistics, documentation, and follow-up.
•    Liaise with SSC units, headquarters, and external stakeholders to ensure effective coordination and information flow.
•    Collect, validate, and analyse data; prepare regular and ad hoc reports to support decision-making.
•    Execute and monitor ERP transactions and administrative processes, ensuring accuracy, compliance, and proper record-keeping.
•    Support and improve administrative processes and workflows, ensuring timely follow-up on requests.
•    Monitor ServiceNow and shared mailboxes, draft responses to routine queries, and manage incoming correspondence, including postal and pouch distribution
•    Support budget monitoring, procurement, and administrative tracking of expenditures.
•    Assist in organizing trainings, events, and internal activities.
•    Manage office supplies and support general office logistics.
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    A high school diploma is required. University degree/technical diploma is considered an asset.
•    Five years of relevant administrative and office management experience. Strong familiarity with administrative processes and organizational procedures
•    Working knowledge (level C) of English
•    National of Hungary or resident of the country with a valid work permit

Functional Skills:

•    Attention to detail and ability to maintain accurate records.
•    Ability to draft routine correspondence in English.
•    Ability to organise own work, set priorities, and meet deadlines.
•    Ability to cope with an increased volume of work during peak periods of a limited duration.
•    Good knowledge of MS Office applications
•    Good communication and writing skills

FAO Core Competencies

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