Office Associate

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The Animal Production and Health Division (NSA) promotes and facilitates the sustainable development of the livestock sector, integrating scientific and technical expertise and policy advice. It hosts technical networks in areas of animal health, genetics, feed and animal husbandry and provides analysis, policy dialogue (including intergovernmental bodies) and technical assistance. It also supports emergency responses, mostly in animal health.

This position is located in the Animal Production and Health Division (NSA) 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 Chief, Livestock Innovation, Climate and Post-harvesting Solutions Branch (NSAL)
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.
 

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

•     Analyse, manage and monitor a large and diversified volume of complex correspondence and documentation, often of 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.
•     Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines.
•     Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors.
•     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.
•     Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests.
•     Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
•     Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor.
•     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.
•     Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems, as required.
•     Ensure the initiation of a variety of transactions in the Organization's computerized administrative systems.
•     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 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

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

Technical Skills

•     Thorough knowledge of communication and documentation standards.
•     Thorough knowledge of the organizational structure, administrative procedures and policies and matters of protocol.
•     Thorough knowledge of corporate computerized systems, procurement, finance, travel, and human resources.
 

Desirable Qualifications And Skills

•     Analytical skills and ability to manage and monitor large volumes of complex and diversified correspondence and documentation, often of a confidential and sensitive nature.
•     Relevant experience in a front office and/or large technical teams, including handling official correspondence, protocol matters, provision of guidance, mentoring and supervision to junior General Service staff.
•     Ability to work under pressure and multi-task effectively.
•     Excellent oral and written communication skills and ability to write and/or edit documents clearly and concisely in English.
•     Thorough knowledge of management of electronic calendars and meetings.
•     Thorough knowledge of management of large meetings, webinars and seminars.
•     Thorough knowledge of working on digital network systems, with OneDrive and other cloud services.