Overview
The incumbent will ensure the smooth flow of office work and information, providing procedural guidance to managers and staff. The role requires in-depth knowledge and interpretation of office policies, procedures, and practices.
Tasks Summary
- 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 and timeliness; bring complex, sensitive or priority issues to the supervisor's attention.
- Provide information and guidance to staff, ensure understanding of FAOR’s intent and deadlines.
- Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors.
- Organize meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
- Prepare TA/TEC, and support on hotel accommodations/flight bookings for FAOR’s missions.
- Maintain FAOR’s filing of documents and correspondence in accordance with FAO procedures.
- Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
- 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.
- 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 any other duties as may be assigned within area of work or competence.
Experience Requirements
- Two years of relevant experience in office administration and in support of the head of the office.
- Extent and relevance of experience in the field of office management and in support of the head of the office.
- Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures.
- Work experience in UN system or diplomatic missions is desirable.
Qualification Requirements
• University degree in a field related to business or public administration, or programme management and communication
