Administrative Assistant (Protocol)

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : ‎2301278
Administrative Assistant (Protocol)
Job Posting: ‎04/May/‎2023
Closure Date: ‎18/May/‎2023, ‎4:59:‎00 PM
Organizational Unit: RNE
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-‎4
Primary Location: Egypt-Cairo
Duration: Fixed-term: ‎2 years with possibility of extension
Post Number: ‎0603236
CCOG Code: 2102a
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

The Regional Office for the Near East and North Africa (RNE) leads FAO's
support to countries in the region in transforming their agrifood systems to
achieve the Sustainable Development Goals (SDGs). It identifies regional
priorities for food security, agriculture and rural development and ensures
the planning and implementation of FAO's strategic response in the region
through a multidisciplinary approach. It implements approved programmes and
projects, monitors programme implementation, and ensures that they contribute
to addressing regional priorities. RNE also advises on the incorporation of
regional priorities into the Organization's Strategic Framework and Programme
of Work and Budget.
RNE supports regional policy dialogues, facilitates the emergence of regional
partnerships, and supports knowledge exchange, capacity development and
resource mobilization for food security, agriculture and rural development in
the region. It develops and maintains relations with region-wide institutions
including the Regional Economic Integration Organizations (REIOs).
The post is located in the Regional Office for the Near East and North Africa
(RNE) in Cairo, Egypt.
Main Purpose

The Administrative Assistant (Protocol) performs a large variety of routine
protocol-related functions contributing to the smooth and efficient running of
the work unit. He/she provides an effective service to the Office for the
issuance and renewal of official documents with regard to residence,
immigration or travel. He/she takes routine decisions on administrative
actions based on a good knowledge of applicable rules and procedures as well
as local regulations.
Supervision Received/Exercised

The Administrative Assistant (Protocol) reports to the National Professional
Officer (Administration). He/she acts independently in routine matters.
Supervision received is focused on the quality of the work performed and
provides for on-the-job learning.
Working Relationships

The Administrative Assistant (Protocol) interacts with a wide variety of
colleagues within the work unit and with immediate clients within the
Organization, providing routine administrative and office support services.
He/she interacts with the Host Country and other external partners as need and
upon instructions.
Key Functions/Results

• Sort and organize, for appropriate action, various requests from staff members for immigration and visa-related services.


• Arrange and facilitate protocol, visa and immigration related services for FAO staff members, affiliate staff and guests by assisting with the acquisition of resident permits, visas and other required immigration or travel documents.


• Advise staff on the visa and immigration requirements of the Host Country; process visas for delegates or FAO travelers from countries where FAO has no diplomatic representation; proofread visa applications.


• Draft Note Verbale, documents and routine correspondence on the above.


• Maintain an electronic database and an updated filing system of relevant information to track the expiry dates of documents and visas to remind the relevant staff member to initiate action for renewal of the same in good time.


• Arrange airport pick-up service of high-level officials and assist in expediting of customs and immigration procedures, as necessary; provide other protocol services to high-level officials.


• Obtain offers from suppliers and contractors in relation to minor official purchases, maintenance services, printing, etc. and draft relevant minor contracts, in collaboration with other colleagues.


• Undertake the renewal of car licenses with the authorities concerned.


• Perform other related duties as required.
  Impact of Work

The incumbent's work impacts on the timely and efficient delivery of office
support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements

Education: Secondary school education.
Experience: Three years of experience in administrative and office support
work.
Languages: Working knowledge (proficient - level C) of English and limited
knowledge (intermediate - level B) of Arabic or French.
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

  
  


• 
  

  Good knowledge of communication and documentation standards.

  
  


• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.


• Good knowledge of the organizational structure.

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