Administrative technician and documentary management, Villavicencio, Colombia At Food and Agriculture Organization of the United Nations ( FAO )


Administrative technician and document management

Job advertisement : Jun 26, 2023

Publication cancellation date : Jul 10, 2023, 9:59:00 PM

Organizational Unit: FAO COLOMBIA

Job type : Temporary work

Requirement Type: NPP ( National Project Personnel )

Grade Level: N / A

Main location : Colombia-Villavicencio

Duration: 3 months trial period, renewable

Position Number: N / A

FAO seeks to ensure gender, geographic and linguistic diversity among its staff and its international consultants, in order to serve the Member States of the Organization in the best possible way in all regions.

  •  FAO is committed to achieving diversity in its workforce in terms of sex, nationality, origin and culture.
  •  Women, nationals of under-represented or under-represented Member States and persons with disabilities with the necessary qualifications are encouraged to submit their applications.
  •  All persons working for FAO must comply with the highest standards of professional integrity and conduct and uphold FAO’s values.
  •  FAO, as a specialized agency of the United Nations, applies a zero tolerance policy for conduct incompatible with its statute, objectives and mandate, in particular sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
  •  All selected candidates will undergo rigorous reference and background checks.
  •  All requests will be treated with the strictest confidentiality.

Organizational framework

FAO is the Food and Agriculture Organization of the United Nations, leading the international effort for a world free of hunger and malnutrition in which food and agriculture contribute to improving the living standards of all its inhabitants, especially the poorest, economically, socially and environmentally sustainable. We work to contribute to the fulfillment of Agenda 2030 and its global goals by promoting sustainable, inclusive and resilient food systems to achieve production, nutrition, an environment and a better life.

The vacancy is located in Villavicencio, Meta with trips to the project’s areas of action. The position belongs to the area of Family Agriculture and inclusive markets.

Hierarchical dependency

Under the general supervision of the FAO Representative in Colombia, the Administration Officer and the project coordinator, the Administrative and Documentary Management Technician will have the following responsibilities: Field of specialization

The administrative technician and document management will be responsible for leading all fields of agricultural technical expertise.

Tasks and responsibilities

  •  Work in a comprehensive and articulated manner with the technical teams responsible for the project products.
  •  Be responsible for document management.
  •  Make the reception, classification and correspondence file of the project.
  •  Support the classification and organization of documents and magnetic means of agreements to document management standards and documentary retention tables.
  •  Collect documents and magnetic media and place them on the respective site ( folders and suitable spaces ), giving the corresponding order to the products of the Agreement.
  •  Guide the technical teams of the project from the beginning in the organization, consolidation and delivery of documents and means of verification, in order to maintain proper documentary management of the project.
  •  Support in the consolidation of information and preparation of reports, required by the supervisor of the contract.
  •  Deliver organized, at the end of the term of execution of the contract, the project documents entrusted to it by reason of the entrusted management.
  •  Keep absolute reservation in relation to all the information you handle on the occasion of the project’s own activities that is disclosed to you on the occasion of this contract. The contractor must take care of the information to which he has access, avoiding its destruction or improper use. Likewise, it is not allowed to give access or display documents or files to unauthorized persons.
  •  Support contracting activities such as obtaining quotes, making comparative tables, preparing requisitions, organizing the necessary documentation of the different processes that are carried out.
  •  Support the preparation and preparation of materials for activities, meetings and events called.
  •  Support the supply of materials for the activities and meetings called of the project.
  •  Support the organization and logistics of trips, events and / or workshops of the project / or in charge ( transports, tickets, meeting rooms, among others ).
  •  Support the processing of local and / or national travel requests ( TA ) and the respective travel arrangements, in response to the protocol of national missions Prepare the entry of the LTAs into the GRMS system in the times and procedures established by FAO Colombia and the rules of the MS401 manual
  •  Review national and local travel legalizations and supports, Mission Travel Claim ( MTC ), complying with FAO standards.
  •  Prepare the monitoring and travel control matrix of the project.
  •  Request the advances required by the consultants for events, workshops, trainings, etc. of the projects.
  •  Review the legalizations of the advances delivered to the project consultants.
  •  Support the preparation of payment requests in favor of technical field staff, suppliers, etc. and carry out their respective monitoring.
  •  Support the development of reports and documentation related to projects.
  •  Carry out its activities in accordance with the parameters and guidelines established by FAO.
  •  Promote the generation and dissemination of good gender practices in accordance with FAO’s gender equality policy.
  •  The consultant must consult, study and appropriate the PROTOCOL FOR THE REPORT OF CASES OF EXPLOITATION AND SEXUAL ABUSE OF COMMUNITIES ( delivered by Human Management ) and report immediately, according to it, the cases that are known to you. FAO Colombia has zero tolerances for any practice of sexual exploitation and abuse.
  •  Timely diligence at the time of withdrawal from the organization, the charge delivery certificate and, in the event of supervisory functions, follow up on the correct delivery of the position of the personnel in charge.
  •  Any other work related to the project that was required by the coordinator and / or supervisor, that are related to the nature of the position.


Minimum requirements

  •  Technician, technologist, or recent professional in business administration, public administration, accounting, industrial engineering, or related areas.
  •  Minimum experience of three ( 3 ) years in archiving and document management project positions. Desirable knowledge of the United Nations System.
  •  Practical knowledge of Spanish ( C level ) spoken and written.
  •  Colombian nationality.

FAO core competencies

  •  Results-based approach
  •  Teamwork
  •  Communication
  •  Building effective relationships
  •  Knowledge exchange and continuous improvement

Technical / functional skills

  •  Experience in administrative processes in rural programs and projects Experience in document management and document retention tables
  •  Database development experience
  •  Experience in the organization and logistics of events
  •  Ability to carry out multiple tasks simultaneously, ensuring quality of details and precision of information
  •  Excellent oral and written expression for preparing minutes and reports
  •  Organized, proactive person with excellent interpersonal relationships and ease of teamwork.
  •  Extensive knowledge of office programs.
  •  Teamwork capacity and assertive communication capacity
  •  Ability to plan and manage tasks, ability to solve problems
  •  Permanent attitude and behavior of cordiality, composure, respect and collaboration with all the people and organizations with whom it interacts.
  •  Ability to act at all times with extreme discretion regarding United Nations documents, information and materials.
  •  Permanent attitude and behavior of cordiality, composure, respect and collaboration with all the people and organizations with whom it interacts.


  •  FAO does not charge fees at any stage of the recruitment process ( application, interview, processing ).
  •  Incomplete applications will not be taken into account. If you need help or have questions, contact:
  •  Applications received after the expiration of the application deadline will not be accepted.
  •  We inform you that FAO will only consider academic degrees or credentials obtained from a teaching institution included in the World Database on Higher Education, which is a list maintained by the International Association of Universities ( IAU ) / UNESCO. The list can be consulted at:
  •  For any other questions visit the FAO website on employment: .

It is noted that all candidates should adhere to the Organization’s values of commitment to FAO, respect for all and integrity and transparency.


  •  If you want to apply, go to the FAO Recruitment Website ( Employment in FAO ) and complete your online profile.
  •  Incomplete applications will not be taken into account. Only applications received through the contracting portal will be considered.
  •  We advise candidates to submit their application sufficiently in advance of the expiration of the term.
  •  If you need help, contact:




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