Food
and Agriculture Organization of the United Nations
General Service Vacancy Announcement No: GS/ FAO 10 2013
Position Title: Executive Associate
Location: Mogadishu, Somalia (Somali Nationals ONLY)
Duration: 1 year
Organizational Unit: Office of the OIC- FAO-Somalia
Post Number: FAO 10 2013,
Organizational Unit: Office of the OIC- FAO-Somalia
Post Number: FAO 10 2013,
OCC
Code:
2A12
Deadline for Application: 4 June 2013
Deadline for Application: 4 June 2013
Duties
and Responsibilities
Under the direct supervision of the OIC, FAO-Somalia, but with wide latitude for independent action, performs duties independently and prioritize administrative and office support tasks to ensure smooth running of the office and its flow and management of information.
Under the direct supervision of the OIC, FAO-Somalia, but with wide latitude for independent action, performs duties independently and prioritize administrative and office support tasks to ensure smooth running of the office and its flow and management of information.
In
particular, the incumbent will:
- Manage the OIC,
FAO-Somalia’s immediate office with respect to communications,
information sharing, meetings and work flow; identify means and ensure
adequate control of communications for the Office; identify complex or
sensitive subjects and contacts for special treatment as well as priority
issues that need to be brought to the supervisor’s attention; distribute
action items not requiring his/her personal attention; as appropriate,
provide additional information and guidance to staff at all levels within
the Office to ensure clarity in understanding of intent and deadlines.
- Draft responses
to written inquiries from all levels of FAO staff and external sources on
a variety of complex questions; communicate sensitive information to
senior management and coordinate/ expedite responses to sensitive
inquiries on behalf of the supervisor.
- Organize
high-level meetings, both at the duty station and away, including
preparing briefings, taking responsibility for finalization of the agenda,
the invitations, the compilation, production and distribution of
documentation, note taking and preparation of minutes of meetings;
follow-up on required actions.
- Initiate,
coordinate and monitor a wide range of administrative actions at Office
level.
- Organize and
facilitate the administrative work of the OIC, FAO-Somalia’s office:
establish internal procedures, and tracking systems for correspondence and
documents, provide instructions and guidance, verify that the work is done
in accordance with FAO standards and practices and within established
deadlines; provide written input to the evaluation of other support staff
and monitor work progress and administrative cases of priority and concern
to the supervisor.
- Follow up on the
preparation by Sector heads/Coordinators of correspondence, reports,
memoranda, briefing notes and other documents for the ADG or the DG;
review these documents and make/recommend changes to their format or
style, in accordance with FAO practices; prepare correspondence for own
signature or for the OIC, Fao-Somalia’s signature.
- Liaise with
staff at various levels within the office and the whole FAO, Regional
Offices, with FAO Representations and external stakeholders;
- Perform other
duties as required.
Qualifications
– Essential
Applications are normally not considered from candidates who do not possess ALL of the Essential
Qualifications
Education: Secondary school education
Experience: Five years of experience in the provision of general office support and administrative services.
Education: Secondary school education
Experience: Five years of experience in the provision of general office support and administrative services.
Language: Working knowledge (Level C) of English and of one of the other official languages of the Organization
Other:
- Good planning
and organizational skills.
- Ability to
quickly analyse situations and take effective action.
- Ability to draft
and edit correspondence in the required languages and to perform
administrative assignments and carry out instructions with a minimum of
explanation.
- Ability to work
under pressure and make progress on multiple tasks simultaneously.
- High degree of
discretion in dealing with confidential matters.
- The incumbent
must have passed the Organization’s typing test in English at 50 wpm and
45 wpm in the second language.
- Ability to
supervise and train subordinate staff.
- Computer
literacy and ability to effectively use standard software and office
automation equipment.
- Working
knowledge of the Organization’s computerized personnel/financial/travel
systems.
- Tact, courtesy
and ability to establish and maintain effective working relationships with
people of different national and cultural backgrounds.
Qualifications
– Desirable
- Secretarial
training.
- Experience in
reviewing/editing documentation and in organizing official meetings of the
Organization.
- Knowledge of
Italian and Level B of a third official language.
This
Vacancy Announcement is open to Somali Nationals ONLY.
Interested candidates are requested to submit a cover letter quoting the Position Title and Vacancy Announcement Number along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available at http://fmt.faoso.net/documents/PH_form-Blank.docx
E-mail is the preferred means of receipt and applications should be sent to HR-Somalia@fao.org
The
subject line of the e-mail message should be indicated as per the specific
Vacancy Announcement Number for each position as indicated i.e. CONFIDENTIAL–
FAO/10/2013
Internal candidates are invited to complete ADM75 and provide 14 copies.
The
vacancy announcement number must be quoted on the ADM75.
Applications received after the closing date will not be accepted.