The Food and Agriculture Organization of the United Nations (FAO) continues to play a critical role in the global fight against hunger, malnutrition, and unsustainable use of natural resources. Through its extensive country and subregional offices, FAO supports governments in developing effective policies, programmes, and projects that strengthen agriculture, fisheries, forestry, and rural livelihoods.
One such opportunity to contribute directly to this mission is the position of National Administrative Assistant based in Port Vila, Vanuatu, within FAO’s Subregional Office for the Pacific (SAP).
This role offers motivated and qualified candidates the chance to work closely with FAO teams and national counterparts, providing essential administrative and operational support that underpins FAO’s technical work across the Pacific region.
FAO and Its Work in the Pacific
FAO’s Subregional Office for the Pacific (SAP) serves a diverse group of island nations, including Cook Islands, Fiji, Kiribati, Samoa, Solomon Islands, Tonga, Tuvalu, Vanuatu, and several others. Operating as a subsidiary of FAO’s Regional Office for Asia and the Pacific (RAP) in Bangkok, SAP is responsible for coordinating strategies and actions that address shared subregional priorities in agriculture, food security, nutrition, climate resilience, and rural development.
In Vanuatu, FAO works closely with government institutions to strengthen food systems, enhance resilience to climate change and natural disasters, and promote sustainable management of land, forests, fisheries, and marine resources. Administrative and operational efficiency is vital to ensuring that these programmes are delivered effectively, making the role of National Administrative Assistant an integral part of FAO’s success on the ground.
About the Position
The National Administrative Assistant (Job ID: 2502964) is a non-staff opportunity under a Personal Services Agreement (PSA), with a duration of 11 months. The position is based in Port Vila, Vanuatu, and is open to nationals of Vanuatu or residents holding a valid work permit.
The successful candidate will work under the overall supervision of the Subregional Coordinator, with technical supervision from the Administrative Officer at the SAP office. Day-to-day reporting will be to the Assistant FAO Representative (Programme) in Vanuatu. This reporting structure ensures close collaboration with both programme and administrative leadership.
Key Responsibilities and Technical Focus
The National Administrative Assistant provides comprehensive administrative, financial, and operational support to the FAO Vanuatu office. The role is well-suited to individuals with strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced, multicultural environment.
Core responsibilities include:
- Managing petty cash accounts, including reconciliation of expenditures, balances, and supporting documentation.
- Maintaining local asset and inventory records, ensuring accurate recording, maintenance, and safeguarding of FAO property.
- Supporting local and mission-related travel arrangements, including maintaining travel databases and assisting with visa arrangements for visiting FAO missions.
- Assisting with the creation and registration of NST travellers, particularly government officers involved in FAO-supported activities.
- Reviewing and clearing outstanding travel-related balances, following up on recoveries, and identifying potential refunds from travel agents or travellers.
- Supporting office operations such as telephone and communication systems, when required.
- Acting as custodian of stationery, maintaining proper records and inventory control.
- Maintaining organized administrative and financial filing systems, both electronic and physical.
- Retrieving, entering, and analyzing data from FAO corporate systems and databases, ensuring accuracy and completeness.
- Providing support in procurement and human resources actions at the country office level, as needed.
- Preparing routine administrative correspondence and responding to queries related to transactions and financial matters.
- Performing other related duties as required to support the smooth functioning of the office.
Required Qualifications and Experience
FAO seeks candidates who meet the following minimum requirements:
- Completion of a high school diploma.
- At least three years of relevant experience in administration, finance, accounting, procurement, logistics, or general office support.
- Working knowledge of English, sufficient for professional communication and documentation.
- Nationality of Vanuatu or legal residency with a valid work permit.
Beyond technical skills, FAO places strong emphasis on its core competencies, which include results focus, teamwork, effective communication, building strong working relationships, and a commitment to knowledge sharing and continuous improvement.
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FAO Values and Commitment to Diversity
As a Specialized Agency of the United Nations, FAO is firmly committed to the highest standards of integrity, professionalism, and ethical conduct. The organization promotes a diverse and inclusive workforce and actively encourages applications from qualified women, nationals of under- and non-represented member countries, and persons with disabilities.
FAO has a zero-tolerance policy toward sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates undergo rigorous reference and background checks, and all applications are treated with the strictest confidentiality.
Environmental sustainability is also integral to FAO’s mission, and staff members are expected to align their work with FAO’s strategic objectives in this area.
Why This Opportunity Matters
The National Administrative Assistant role may be administrative in nature, but its impact is far-reaching. By ensuring efficient financial management, accurate record-keeping, and smooth operational processes, the incumbent directly supports FAO’s ability to deliver programmes that improve food security, reduce hunger, and promote sustainable development in Vanuatu and across the Pacific.
For professionals seeking meaningful work within the United Nations system, this position offers valuable exposure to international development operations, collaboration with government partners, and participation in projects that address some of the most pressing challenges facing small island developing states.
Application Process and Important Notes
FAO does not charge any fees at any stage of the recruitment process. Applications received after the stated closing date of 03 January 2026 will not be considered. Candidates must ensure that their online profiles are complete and accurate, including employment history, academic qualifications, and language skills. A letter of motivation must be attached to the application.
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Only qualifications obtained from institutions recognized in the World Higher Education Database (WHED) are accepted, and appointments are subject to medical clearance, security checks, and applicable residency or visa requirements.
Applicants are strongly encouraged to submit their applications well before the deadline.
