Executive Associate

Organizational Setting

This post is located in the Office of the Deputy Director-General (DDCS) at FAO Headquarters.

Main Purpose

The Executive Associate manages the office and management support functions of the Office of the Deputy Director-General (DDG). He/she ensures the quality and smooth flow of office work and information within the Office and all the units under the DDG's responsibility. The job role requires applied knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to Managers and Staff in the work stream.

Supervision Received/Exercised

The Executive Associate reports to the Deputy Director-General.Work is performed autonomously, showing a high degree of initiative and independent judgment. Managerial guidance received focuses on integration of the work with related services and organizational units. The incumbent coordinates, supervises and trains other office support staff within the Office.

Working Relationships

The incumbent maintains an extensive range of contacts both within the organization and with external partners, counterparts and senior managers, providing comprehensive support services and offering process improvements. Matters are often sensitive or controversial, requiring proficient handling of information and contacts.

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;
• Serve as reference point regarding the duties of the office: answer substantive questions requiring extensive research and independently obtain clarification; draft correspondence and reply to enquiries on own initiative; provide advice on procedural and administrative requirements;
• Conduct extensive research and prepare briefing material for the supervisor; select a variety of information from various sources and present findings in appropriate form;
• Manage the calendar for the supervisor and schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors;
• Liaise with appropriate staff within FAO to ensure timely submission of inputs to publications, reports and other documentation; review documents and make changes to their formal or style in accordance with standard practice;
• Serve as contact person / link between supervisor and senior staff regarding office issues and information; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor;
• Coordinate the logistic arrangements of meetings with high-level officials including all preparation, delivery- and follow-up activities with internal and external partners and participants; draft briefing information to support the supervisor's participation in meetings, councils, and programme activities;
• Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in FAO's computerized systems;
• Provide expert guidance to staff on relevant administrative issues; train and coordinate other office support staff in the Office; coordinate the work of office support staff;
• Review systems and processes under area of responsibility to ensure that they meet the needs of the workstream; formulate proposals for improvements;
• Perform other duties as required.

Impact Of Work

The Executive Associate plays a lead role in the integration and coordination of office and management support services. The impact of work extends to related functions and corporate activities. The incumbent's work contributes to the successful achievement of the Office's mandate.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education

Experience: Six years of experience in office and management support work

Languages: Working knowledge of English and working knowledge of either French or Spanish (two level C languages)

IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Excellent knowledge of communication and documentation standards
• Excellent knowledge of organizational structure, administrative procedures and policies and matters of protocol
• Excellent knowledge of corporate computerized systems and administrative procedures and policies

Desirable Qualifications and Skills

• Very good knowledge of the corporate structure
• Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.
• Experience of working in a front office

• Working knowledge (level C) of another official FAO language

  Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.