Executive Associate Job with Food and Agriculture Organization of the UN in Somalia

Food and Agriculture Organization of the United Nations

General Service Vacancy Announcement No: GS/ FAO 10 2013

Position Title: Executive Associate     

Grade: G-6
Location: Mogadishu, Somalia (Somali Nationals ONLY)    

Duration: 1 year
Organizational Unit: Office of the OIC- FAO-Somalia
Post Number: FAO 10 2013,   

OCC Code: 2A12
Deadline for Application: 4 June 2013 

Duties and Responsibilities

Under the direct supervision of the OIC, FAO-Somalia, but with wide latitude for independent action, performs duties independently and prioritize administrative and office support tasks to ensure smooth running of the office and its flow  and management of information. 

In particular, the incumbent will:

• Manage the OIC, FAO-Somalia’s  immediate office with respect to communications, information sharing, meetings and work flow; identify means and ensure adequate control of communications for the Office; identify complex or sensitive subjects and contacts for special treatment as well as priority issues that need to be brought to the supervisor’s attention; distribute action items not requiring his/her personal attention; as appropriate, provide additional information and guidance to staff at all levels within the Office to ensure clarity in understanding of intent and deadlines.
• Draft responses to written inquiries from all levels of FAO staff and external sources on a variety of complex questions; communicate sensitive information to senior management and coordinate/ expedite responses to sensitive inquiries on behalf of the supervisor.
• Organize high-level meetings, both at the duty station and away, including preparing briefings, taking responsibility for finalization of the agenda, the invitations, the compilation, production and distribution of documentation, note taking and preparation of minutes of meetings; follow-up on required actions.
• Initiate, coordinate and monitor a wide range of administrative actions at Office level.
• Organize and facilitate the administrative work of the OIC, FAO-Somalia’s office: establish internal procedures, and tracking systems for correspondence and documents, provide instructions and guidance, verify that the work is done in accordance with FAO standards and practices and within established deadlines; provide written input to the evaluation of other support staff and monitor work progress and administrative cases of priority and concern to the supervisor.
• Follow up on the preparation by Sector heads/Coordinators of correspondence, reports, memoranda, briefing notes and other documents for the ADG or the DG; review these documents and make/recommend changes to their format or style, in accordance with FAO practices; prepare correspondence for own signature or for the OIC, Fao-Somalia’s signature.
• Liaise with staff at various levels within the office and the whole FAO, Regional Offices, with FAO Representations and external stakeholders;
• Perform other duties as required.   

Qualifications – Essential

Applications are normally not considered from candidates who do not possess ALL of the Essential 

Qualifications

Education: Secondary school education  

Experience: Five years of experience in the provision of general office support and administrative services.

Language: Working knowledge (Level C) of English and of one of the other official languages of the Organization

Other:    

• Good planning and organizational skills. 
• Ability to quickly analyse situations and take effective action. 
• Ability to draft and edit correspondence in the required languages and to perform administrative assignments and carry out instructions with a minimum of explanation. 
• Ability to work under pressure and make progress on multiple tasks simultaneously. 
• High degree of discretion in dealing with confidential matters. 
• The incumbent must have passed the Organization’s typing test in English at 50 wpm and 45 wpm in the second language. 
• Ability to supervise and train subordinate staff. 
• Computer literacy and ability to effectively use standard software and office automation equipment. 
• Working knowledge of the Organization’s computerized personnel/financial/travel systems. 
• Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.   

Qualifications – Desirable 

• Secretarial training. 
• Experience in reviewing/editing documentation and in organizing official meetings of the Organization. 
• Knowledge of Italian and Level B of a third official language.

This Vacancy Announcement is open to Somali Nationals ONLY.

Interested candidates are requested to submit a cover letter quoting the Position Title and Vacancy Announcement Number along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available at http://fmt.faoso.net/documents/PH_form-Blank.docx

E-mail is the preferred means of receipt and applications should be sent to HR-Somalia@fao.org 

The subject line of the e-mail message should be indicated as per the specific Vacancy Announcement Number for each position as indicated i.e. CONFIDENTIAL– FAO/10/2013

Internal candidates are invited to complete ADM75 and provide 14 copies.  

The vacancy announcement number must be quoted on the ADM75.

Applications received after the closing date will not be accepted.