Office Associate

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : ‎2300081
Office Associate
Job Posting: ‎12/Jan/‎2023
Closure Date: ‎26/Jan/‎2023, ‎4:59:‎00 PM
Organizational Unit: SNG
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-‎6
Primary Location: United Arab Emirates-Abu Dhabi
Duration: Fixed-term: ‎1 year with possibility of extension
Post Number: ‎2008208
CCOG Code: ‎2101
Staff in the General Service category are recruited locally from the Primary
Location area, which is where the office is located.
* FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-
represented Members and persons with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards
of integrity and professional conduct, and to uphold FAO's values
* FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background
checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may
assign them to any of the activities or offices of the Organization.
The Food and Agriculture Organization of the United Nations (FAO) contributes
to the achievement of the ‎2030 Agenda through the FAO Strategic Framework by
supporting the transformation to MORE efficient, inclusive, resilient and
sustainable agrifood systems, for better production , better nutrition ,
a better environment, and a better life , leaving no one behind.

Organizational Setting
FAO's Subregional Office for the Gulf Cooperation Council States and Yemen
(SNG) is responsible for developing, promoting, overseeing and implementing
agreed strategies for addressing subregional food, agriculture and rural
development priorities. It develops and maintains relations with subregion-
wide institutions including Regional Economic Integration Organizations
(REIOs). The Subregional Office is a subsidiary of FAO's Regional Office for
Near East and North Africa.
The position is located in SNG in Abu Dhabi, United Arab Emirates.

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 Subregional Coordinator of SNG. 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 Arabic.
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
* Thorough knowledge of corporate computerized financial / travel / human resources systems
* Thorough knowledge of the organizational structure, administrative procedures and policies and matters of protocol

Desirable Qualifications and Skills
* Capacity to work under pressure and meet challenging deadlines
* Extent of knowledge of UN or standard operational rules and procedures and project and programme-related administrative procedures
* Extent of knowledge of FAO's corporate systems and data base, or knowledge of other accounting or financial modules or applications relevant to accounting procedures or project budget management would be considered an asset

FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency

ADDITIONAL INFORMATION
* FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
• Please note that FAO only considers higher educational qualifications
obtained from an institution accredited/recognized in the World Higher
Education Database (WHED), a list updated by the International Association of
Universities (IAU) / United Nations Educational, Scientific and Cultural
Organization (UNESCO). The list can be accessed at http://www.whed.net/
* The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
* Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
* 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.
* No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
* Other similar positions may be filled from this vacancy notice
* For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/

REMUNERATION
A competitive compensation and benefits package is offered. For information on
UN salaries, allowances and benefits, click on the following link:
http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm

HOW TO APPLY
* To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
* Incomplete applications will not be considered
* Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
* Incomplete applications will not be considered
* Personal information provided on your application may be shared within FAO and with other companies acting on FAO's behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the recruitment portal will be considered
* Your application will be screened based on the information provided in your online profile
* We encourage applicants to submit the application well before the deadline date.
* If you need assistance please contact: [email protected]

FAO IS A NON-SMOKING ENVIRONMENT