Office Associate

Organizational Setting

This position is located in the Programme Management Unit (PMU) of the FAO UTF Technical Cooperation Programme in Riyadh, Kingdom of Saudi Arabia

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 Country Office.

Supervision Received/Exercised

The Office Associate reports to the Administrative Officer under the general supervision of the FAO Programme Director. The incumbent operates 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 Office Associate usually 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.

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; 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 office support work Languages: Working knowledge (Level C) of English and Arabic. 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

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

Desirable Qualifications And Skills

• Good knowledge of the organizational structure. • Ability to communicate and write concisely and clearly in English and Arabic. • Perform protocol liaison activities with the Host Government.

Assessment

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