Office Associate
Lead and coordinate the office and management support functions of the Office.
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Overview
Lead and coordinate the office and management support functions of the Office.
You have:
- Five years of relevant experience in management and office support work.
- Secondary School Education.
- Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
- Very good knowledge of the MS Office applications, Internet and office technology.
- To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing valid visa to work or a valid work permit and reside within commuting distance of the duty station at the time of the application.
Organizational Setting
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
The position is located in the FAO Representation in Mogadishu, Somalia.
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 office or location.
Supervision Received/Exercised
The Office Associate reports to the FAO Representative.
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
• 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.
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.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
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 FAO official 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 valid visa to work or valid 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
• Working knowledge (proficiency - level C) of the local language (Somali).
Potential interview questions
| Can you describe a time when you had to manage a large volume of correspondence and documentation? | This helps assess your organizational skills and ability to handle complex tasks. | Provide specific examples of how you prioritized and managed communications effectively. |
| How do you ensure effective communication and coordination within a team? | This question evaluates your teamwork and communication skills. | Pro members can see the explanation. |
| What strategies do you employ when organizing high-level meetings? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe a situation where you needed to adapt to changing office requirements. | Pro members can see the explanation. | Pro members can see the explanation. |
| How would you handle a sensitive inquiry from a staff member or senior management? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you provide an example of how you have used IT skills to improve office efficiency? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to ensure quality and accuracy in your documentation? | Pro members can see the explanation. | Pro members can see the explanation. |
| In your opinion, what is the importance of knowledge sharing in an office environment? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 2 months ago
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Updated 1 month ago
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Source:
fao.org
