Executive Assistant

DEADLINE FOR APPLICATIONS: 20/12/2013 DATE OF ISSUACE: 10/12/2013 ORGANIZATIONAL UNIT: UN-FAO DUTY STATION: Nairobi VACANCY ANNOUNCEMENT NUMBER: FAO/008/2013 Remuneration:

Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

United Nations Core Values : Integrity, Professionalism, Respect for Diversity

Responsibilities:

Under the overall and direct supervision and guidance of the FAO Representative in Kenya, the Executive Assistant coordinates overall office support activities of the FAO Representation. The Executive Assistant works with wide latitude for independent action and often handles complex and sensitive matters. The incumbent performs the following duties: · Provide and coordinate communication, information, documentation, administrative and protocol support processes for the FAOR. · Control the workflow of the FOAR’s office, prioritize, distribute and monitor work of subordinate staff for which the incumbent is the immediate supervisor. · Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from and to the FAO Kenya country office; select and abstract pertinent material for supervisor’s review; identify complex or sensitive material for special treatment; review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system. · Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units. · Manage the calendars of the FAOR and Assistant Representatives; schedule appointments; brief the supervisor/s on matters before meetings and missions. · Draft and format reports, presentations, publications, and other documentation material for the Officer in Charge and the country office. · Maintain control of records and files; follow-up on deadlines to supervisors and officers for their action; update the office’s management information system including spreadsheets, files, databases; provide Registry with master files containing key documents. · Undertake complex research from various sources; select relevant information and prepare briefs and summary notes in concise format. · Maintain records on administrative and office support policies, procedures and practices and provide guidance as to their use to subordinate staff. · Brief and train secretarial support staff regarding all aspects of the job, ensuring adherence to procedures, guidelines and work requirements; ensure accuracy of the work provided. · Support in the overall protocol liaison activities with the Host Government. · Carry out administrative functions to support the activities of the FAO Representative including making travel and schedule arrangements. · Supervise the organization of meetings and events held in the country, including the provision of meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants. · Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties. · Prepare informal translations and act as interpreter. · Perform other related duties as required.

Core Competencies:

Technical Competencies :Systematic, well structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures. Ability to organize work systematically, set priorities and meet deadlines. Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency. Recognize sensitive and confidential material and handle it with a high level of discretion. Ability to communicate appropriately with high level officials and to professionally handle matters of protocol. Office Management Skills:Systematic, well structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures. Ability to organize work systematically, set priorities and meet deadlines. Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency. Recognize sensitive and confidential material and handle it with a high level of discretion. Ability to communicate appropriately with high level officials and to professionally handle matters of protocol. Interpersonal and Teamwork Skills: The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. Ability to establish and maintain effective working relationships with people of different national and cultural background. Tact, discretion, courtesy and a high level of trustworthiness are essential personal attributes. Ability to work effectively with people of different national and cultural backgrounds

QUALIFICATIONS

Education:

A university bachelor’s degree in administration or higher is advantageous.

Work Experience:

Five years of clerical, administrative or operations experience. A minimum of six months work experience with the UN is desirable. Good communication and writing skills. Good knowledge of the UN work system. Ability to work with minimal supervision and good decision making skills are essential.

Languages:

Working knowledge (level C) of the FAO official language used for communication within the country is desirable.

Other Desirable Skills:

Ability to effectively use standard office software, such as MS Office (Windows, Outlook, Word, Excel, Access, PowerPoint, Project, Exchange and Internet) etc. Ability to use administrative software and/ or other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8).The United Nations Secretariat is a Non-Smoking Environment. English and French are the two official working languages of the United Nations. ONLY applications to specific VAs will be considered, general applications should not be sent.

How to apply: Send your application to: Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/008/2013 along with their current/detailed Curriculum Vitae to the following email; Vacancy-Kenya@fao.org The subject line of the e-mail message should read CONFIDENTIAL – FAO/008/2013. If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/008/2013 and sent to the following address: FAO-Kenya United Nations Office at Nairobi UN Complex, Gigiri P.O. Box 30470-00100 Nairobi, Kenya. Applications must be received by the deadline. Late applications will not be considered. Only short listed candidates meeting all essential qualifications will be contacted.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED