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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 Plant Production and Protection Division (NSP) enables the transition to MORE efficient, inclusive, resilient and sustainable plant production and protection through optimization and minimization. This requires the integration and harmonization of all appropriate crop production policies and practices in order to increase production in a sustainable manner in order to eradicate hunger while preserving the natural resources and environment for future use.
The post is located in the Office of the Director, Plant Production and Protection Division (NSP), at FAO headquarters in Rome, Italy.
Main Purpose
The Office Associate leads and coordinates the office- and management support functions of the Office. He/she ensures the smooth flow of office work and information by setting priorities and organizing the day-to-day work. The job role requires in-depth knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to managers and staff in the office or location.
Supervision Received/Exercised
The Office Associate reports to the Technical Adviser, NSP.
Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.
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Working Relationships
The incumbent maintains a wide range of contacts with managers, staff and counterparts both within and outside the Organization. Work relations may be on a high organizational level, requiring very good communication skills and experienced handling of issues.
Key Functions/Results
โข ย ย ย ย Analyse, manage and monitor a large and diversified volume of complex correspondence and documentation, often of a confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor's attention.
โข ย ย ย ย Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines.
โข ย ย ย ย Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors.
โข ย ย ย ย Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
โข ย ย ย ย Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests.
โข ย ย ย ย Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
โข ย ย ย ย Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor.
โข ย ย ย ย Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language.
โข ย ย ย ย Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems, as required.
โข ย ย ย ย Ensure the initiation of a variety of transactions in the Organization's computerized administrative systems.
โข ย ย ย ย Perform other duties as required.
Impact Of Work
The incumbent's work impacts directly on the smooth and efficient operations of the Office. He/she plays a lead role in the coordination and provision of the office support services for the successful achievement of the Division's mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Five years of relevant experience in management and office support work.
Languages: Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology.
Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. \"Commuting distance\" means the distance within which staff members can travel daily between their place of work and their residence.
Competencies
โข ย ย ย ย Results Focus
โข ย ย ย ย Teamwork
โข ย ย ย ย Communication
โข ย ย ย ย Building Effective Relationships
โข ย ย ย ย Knowledge Sharing and Continuous Improvement
Technical Skills
โข ย ย ย ย Thorough knowledge of communication and documentation standards.
โข ย ย ย ย Thorough knowledge of corporate computerized financial/travel/human resources systems.
โข ย ย ย ย Thorough knowledge of the organizational structure, administrative procedures and policies and matters of protocol.
Desirable Qualifications And Skills
โข ย ย ย ย Experience in front office settings as well as technical units, especially in supporting managers and senior technical staff.
โข ย ย ย ย Competency in the preparation of corporate correspondence in English.
โข ย ย ย ย Experience in mentoring, training and supervising staff.
โข ย ย ย ย Analytical skills and ability to manage and monitor large volumes of complex and diverse correspondence and documentation, often of confidential and sensitive natures.
โข ย ย ย ย Experience in effectively monitoring corporate requests and deadlines.