Office Associate

Organizational Setting

The Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the Region and, in collaboration with divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).

The position is located in the Office of the Assistant Director-General/Regional Representative (ADG/RR) for Latin America and the Caribbean, in Santiago, Chile.

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 division or location.

Supervision Received/Exercised

The Office Associate reports to the Assistant Director-General/Regional Representative (ADG/RR) for Latin America and the Caribbean. 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 (proficient - Level C) of English and Spanish IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

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

• Thorough knowledge of communication and documentation standards, including management of communications with networks of geographically dispersed, remote offices and stakeholders • Ability to plan proactively, guide and follow up on the work of others and work under pressure on multitask simultaneously and within tight deadlines • Thorough knowledge of corporate computerized financial/travel/human resources system • Thorough knowledge of the organizational structure, administrative procedures and policies and matters of protocol

Desirable Qualifications And Skills

• Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds. • Discretion, good judgement in handling sensitive and confidential matters and in managing change with clarity and empathy. • Experience of working in a front office. • Limited knowledge (intermediate - level B) of French.