Secretary to FAO Representative
Secretary to FAO Representative
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Job Description
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO seeks gender geographical and linguistic diversity in its staff and international consultants in order to best serve FAOMembers in all regions.
- FAO is committed to achieving workforce diversity in terms of gender nationality background and culture
- Qualified female applicants qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
- Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct and to uphold FAOs values
- FAO as a Specialized Agency of the United Nations has a zero-tolerance policy for conduct that is incompatible with its status objectives and mandate including sexual exploitation and abuse sexual harassment abuse of authority and discrimination
- All selected candidates will undergo rigorous reference and background checks
- All applications will be treated with the strictest confidentiality
- FAO staff are subject to the authority of the Director-General who may assign them to any of the activities or offices of the Organization.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application interview meeting processing).
- Incomplete applications will not be considered. If you need help or have queries please contact:
- Applications received after the closing date will not be accepted.
- Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE ILE LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
- For other issues visit the FAO employment website: will be subject to certification that the candidate is medically fit for appointment accreditation any residency or visa requirements and security clearances.
Please note that all candidates should adhere to FAO Values of Commitment to FAO Respect for All and Integrity and Transparency.
HOW TO APPLY
If you need help or have queries please create a one-time registration with FAOs client support team for further assistance: IS A NON-SMOKING ENVIRONMENT
Organizational Setting
The main aim of the FAO country offices which are headed by an FAO Representative is to assist governments to develop policies programmes and projects to achieve food security and to reduce hunger and malnutrition to help develop the agricultural fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.
Reporting Lines
Under the overall supervision of the FAO Representative the incumbent will work in close collaboration/coordination with the Programme and Administration Units of the FAO Office in China.
Technical Focus
The incumbent will ensure the smooth flow of office work and information. 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 Office.
Tasks and responsibilities- Under the prior authorization or delegation of the FAO Representative
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 and timeliness; bring complex sensitive or priority issues to the supervisors attention.
Provide information and guidance to staff ensure understanding of FAORs intent and deadlines.
Arrange appointments and duty travels maintain supervisors calendar and receive visitors.
Organize meetings finalize agendas and invitations ensure the production and distribution of documentation take notes and prepare minutes and follow up on required actions.
Prepare TA/TEC and support on hotel accommodations/flight bookings for FAORs missions.
Maintain FAORs filing of documents and correspondence in accordance with FAO procedures.
Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
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.
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 organizations computerized administrative systems.
Perform any other duties as may be assigned within area of work or competence.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
University degree in a field related to business or public administration or programme management and communication
Five years of relevant experience in office administration and in support of the head of the office
Working knowledge of English and Chinese
Proficiency in current office software applications (MS Office One drive for business intranet etc.) and good knowledge on operating automated devices
Chinese Nationality with valid work permit
FAO Core Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Selection Criteria
Extent and relevance of experience in the field of office management and administration.
Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures.
Extent of knowledge of FAOs corporate systems and database or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset.
Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field.
Effective communication skills good organizational and planning skills.
Work experience in UN system or diplomatic missions is desirable.
Relevance experience in support of the head of the office is an asset.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
