Office Associate
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Food and Agriculture
Organization of the United Nations
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General Service Vacancy Announcement No:VA-001-15-PRJ-FAOKE@fao.org
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Issued on:
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11February
2015
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Deadline For Application:
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24February
2015
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Job
Title:OFFICE ASSOCIATE
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Grade Level:
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G6
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Duty Station:
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NAIROBI
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Organizational
Unit:
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FAO Representation in
Kenya(FRKEN)
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Duration :
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12 MONTHS – FIXED TERM
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Post Number:
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0129380
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CCOG Code:
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Organizational
Setting
The post islocated
in the FAO Representation Office in Kenya
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/ department or location.
Supervision
Received/Exercised
The Office
Associate reports to the FAO Representative in Kenya. 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
·
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.
Minimum
requirements - candidates will be assessed against the following
Education:
Secondary School
Education
Experience: Five years of relevant experience in
management and office support work, including one year at the G-5 level
Languages:
Working knowledge (Level
C) of English
IT
Skills: Very good knowledge
of the MS Office applications, Internet and office technology equipment
Technical
Skills
• Thorough knowledge of the Organization's
communication and documentation standards
• Thorough knowledge of FAO's corporate
computerized financial / travel / human resources systems
• Thorough knowledge of FAO's
organizational structure, administrative procedures and policies and matters of
protocol
Desirable
qualifications and skills
·
Ability
to take initiative, plan and organize, work under pressure and supportan
executive as wellas management team.
·
Strong
programme support capabilities
·
Training
in Administration and Office Management will have added advantage
·
Applicants
with fluency in second language will have added advantage
TO APPLY:
Candidates are requested to submit a covering letter expressing
their interest and suitability for the role along with their current detailed
Curriculum Vitae and FAO Personal Profile Form (PPF) attached herewith.
E-mail is the preferred means of receipt and your application
should be sent to:
FAO Representative in Kenya
United Nations Office at Nairobi, Block P,
Level 3
P.O.
Box 30470 - 00100 Nairobi-Kenya
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