Administrative Assistant (Protocol)

Organizational Setting

The Regional Office for the Near East and North Africa (RNE) leads FAO's support to countries in the region in transforming their agrifood systems to achieve the Sustainable Development Goals (SDGs). It identifies regional priorities for food security, agriculture and rural development and ensures the planning and implementation of FAO's strategic response in the region through a multidisciplinary approach. It implements approved programmes and projects, monitors programme implementation, and ensures that they contribute to addressing regional priorities. RNE also advises on the incorporation of regional priorities into the Organization's Strategic Framework and Programme of Work and Budget.

RNE supports regional policy dialogues, facilitates the emergence of regional partnerships, and supports knowledge exchange, capacity development and resource mobilization for food security, agriculture and rural development in the region. It develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).

The post is located in the Regional Office for the Near East and North Africa (RNE) in Cairo, Egypt.

Main Purpose

The Administrative Assistant (Protocol) performs a large variety of routine protocol-related functions contributing to the smooth and efficient running of the work unit. He/she provides an effective service to the Office for the issuance and renewal of official documents with regard to residence, immigration or travel. He/she takes routine decisions on administrative actions based on a good knowledge of applicable rules and procedures as well as local regulations.

Supervision Received/Exercised

The Administrative Assistant (Protocol) reports to the National Professional Officer (Administration). He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Administrative Assistant (Protocol) interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services. He/she interacts with the Host Country and other external partners as need and upon instructions.

Key Functions/Results

• Sort and organize, for appropriate action, various requests from staff members for immigration and visa-related services. • Arrange and facilitate protocol, visa and immigration related services for FAO staff members, affiliate staff and guests by assisting with the acquisition of resident permits, visas and other required immigration or travel documents. • Advise staff on the visa and immigration requirements of the Host Country; process visas for delegates or FAO travelers from countries where FAO has no diplomatic representation; proofread visa applications. • Draft Note Verbale, documents and routine correspondence on the above. • Maintain an electronic database and an updated filing system of relevant information to track the expiry dates of documents and visas to remind the relevant staff member to initiate action for renewal of the same in good time. • Arrange airport pick-up service of high-level officials and assist in expediting of customs and immigration procedures, as necessary; provide other protocol services to high-level officials. • Obtain offers from suppliers and contractors in relation to minor official purchases, maintenance services, printing, etc. and draft relevant minor contracts, in collaboration with other colleagues. • Undertake the renewal of car licenses with the authorities concerned. • Perform other related duties as required.

Impact of Work

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary school education. Experience: Three years of experience in administrative and office support work. Languages: Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of Arabic or French.

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

• Good knowledge of communication and documentation standards. • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies. • Good knowledge of the organizational structure.