Secretary to FAO Representative

HOW TO APPLY

To apply visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate complete and includes your employment records academic qualifications and language skills
Candidates are requested to attach a letter of motivation to the online profile
Once your profile is completed please apply and submit your application
Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work character education military and police records to ascertain any and all information which may be pertinent to the employment qualifications
Incomplete applications will not be considered
Personal information provided on your application may be shared within FAO and with other companies acting on FAOs behalf to provide employment support services such as pre-screening of applications assessment tests background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time by withdrawing your application in such case FAO will no longer be able to consider your application
Only applications received through the FAO recruitment portal will be considered
Your application will be screened based on the information provided in your online profile
We encourage applicants to submit the application well before the deadline date.

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

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.

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
Two 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 (MSOffice One drive for business intranet etc.) and good knowledge on operating automated devices
Chinese Nationality

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 in support of the head of the office.
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 databases 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.

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.

Please note that all candidates should adhere to FAO Values of Commitment to FAO Respect for All and Integrity and Transparency.