Job Description - Office Associate (2403778)
CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2403778
Office Associate
Job Posting17/Dec/2024
Closure Date06/Jan/2025, 10:59:00 PM
Organizational Unit: OIN
Job TypeStaff position
Type of Requisition: General Service
Primary LocationItaly-Rome
Duration: Fixed-term: two years with possibility of extension
Post Number: 0105392
CCOG Code: 2101
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device.
Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located. FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture. Organizational Setting
The Office of Innovation (OIN) is an important instrument within FAO to provide strategic direction and help drive and coordinate innovation across the work of the Organization. The post is located in the Office of Innovation (OIN) 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.
Supervision Received/Exercised
The Office Associate reports to the Director, OIN. Work is performed autonomously, showing a high degree of initiative and independent judgment. The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.
Key Functions/Results Analyse, manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature.Provide information and guidance to staff at all levels within the organizational unit.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.Organize and coordinate the work performed by other office support staff.Establish internal procedures and tracking systems for correspondence and documents.Respond to written inquiries and draft responses to non-routine questions.Follow up on the preparation of reports, correspondence, briefing notes and other documents.Evaluate ongoing support requirements of the office.Ensure the initiation of a variety of transactions in the Organization's computerized administrative systems.Perform other duties as required.CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Education: Secondary School Education.
Experience: Five years of relevant experience in management and office support work.
Languages: Working knowledge 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 equipment.
Technical Skills
• Thorough knowledge of communication and documentation standards.
• Extent of knowledge of organizational structure, administrative procedures and policies.
Desirable Qualifications and Skills
• Experience in coordination of programme/projects support services for the office.
• Experience mentoring, training, and supervising staff.
• Tact, courtesy and ability to establish and maintain effective working relationships.
ADDITIONAL INFORMATION
• FAO does not charge a fee at any stage of the recruitment process (application, interview, processing).
• For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Incomplete applications will not be considered.
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