Office Associate

Job Description

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for *better production* , *better nutrition* , *a better environment,* and *a better life* , leaving no one behind.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 Nations and the European Union), FAO works in over 130 countries worldwide. FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. Specifically, FAO Country Offices: (i) advocate, inform and support policies and investments in the areas of FAO's mandate; (ii) provide technical assistance and deliver core services; (iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; (iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and (v) ensure risk-smart and accountable operations and management.

The position is located in the FAO Representation in Lilongwe, Malawi.

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.

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.

Requirements

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 intermediate knowledge (intermediate proficiency - level B) 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 corporate computerized financial/travel/human resources systems.
• Thorough knowledge of the organizational structure, administrative procedures and policies and matters of protocol.

Desirable Qualifications And Skills

• Bachelor's degree in business or public administration, management, communication, or related disciplines, is desirable.
• Ability to analyse own work and prioritize tasks
• Ability to solve problems and make sound operational decisions.
• Resilient and able to work in a challenging environment in which flexibility and responsiveness is essential.

How to Apply

To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. 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. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate

• Incomplete applications will not be considered
• 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 FAO's 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 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.