Organizational Setting
The post is located in the FAO Representation Office in Kenya
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 division/ department or location.
Supervision Received/Exercised
The Office Associate reports to the FAO Representative in Kenya. 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
Analyze, 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.
Minimum requirements – candidates will be assessed against the following
Education:Secondary School Education
Experience: Five years of relevant experience in management and office support work, including one year at the G-5 level
Languages:Working knowledge (Level C) of English
IT Skills:Very good knowledge of the MS Office applications, Internet and office technology equipment
Technical Skills
Thorough knowledge of the Organization’s communication and documentation standards
Thorough knowledge of FAO’s corporate computerized financial / travel / human resources systems
Thorough knowledge of FAO’s organizational structure, administrative procedures and policies and matters of protocol
Desirable qualifications and skills
Ability to take initiative, plan and organize, work under pressure and support an executive as well as management team.
Strong programme support capabilities
Training in Administration and Office Management will have added advantage
Applicants with fluency in second language will have added advantage
HOW TO APPLY:
Candidates are requested to submit a covering letter expressing their interest and suitability for the role along with their current detailed Curriculum Vitae and FAO Personal Profile Form (PPF) attached herewith.
E-mail is the preferred means of receipt and your application should be sent to:
FAO Representative in Kenya
United Nations Office at Nairobi, Block P, Level 3
P.O. Box 30470 – 00100 Nairobi-Kenya
Email: VA-001-15-PRJ-FAOKE@fao.org