Executive Associate, Rome, Italy
Organization: Food and Agriculture Organization of the United Nations (FAO)
City: Rome, Italy
Office: FAO Rome
Closing date: Monday, 24 May 2021
CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2101386
Job Posting: 10/May/2021
Closure Date: 24/May/2021, 9:59:00 PM
Organizational Unit : DDCS
Job Type: Staff position
Type of Requisition : General Service
Grade Level : G-7
Primary Location: Italy-Rome
Duration : Fixed term: one year with possibility of extension
Post Number : 2002335
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are bas ed on date and time settings of your personal device
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 member nations and person 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 our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, 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
The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.
This post is located in the Office of the Deputy Director-General (DDCS) at FAO Headquarters.
The Executive Associate manages the office and management support functions of the Office of the Deputy Director-General (DDG). He/she ensures the quality and smooth flow of office work and information within the Office and all the units under the DDG’s responsibility. The job role requires applied knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to Managers and Staff in the work stream.
The Executive Associate reports to the Deputy Director-General.Work is performed autonomously, showing a high degree of initiative and independent judgment. Managerial guidance received focuses on integration of the work with related services and organizational units. The incumbent coordinates, supervises and trains other office support staff within the Office.
The incumbent maintains an extensive range of contacts both within the organization and with external partners, counterparts and senior managers, providing comprehensive support services and offering process improvements. Matters are often sensitive or controversial, requiring proficient handling of information and contacts.
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;
Serve as reference point regarding the duties of the office: answer substantive questions requiring extensive research and independently obtain clarification; draft correspondence and reply to enquiries on own initiative; provide advice on procedural and administrative requirements;
Conduct extensive research and prepare briefing material for the supervisor; select a variety of information from various sources and present findings in appropriate form;
Manage the calendar for the supervisor and schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors;
Liaise with appropriate staff within FAO to ensure timely submission of inputs to publications, reports and other documentation; review documents and make changes to their formal or style in accordance with standard practice;
Serve as contact person / link between supervisor and senior staff regarding office issues and information; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor;
Coordinate the logistic arrangements of meetings with high-level officials including all preparation, delivery- and follow-up activities with internal and external partners and participants; draft briefing information to support the supervisor’s participation in meetings, councils, and programme activities;
Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in FAO’s computerized systems;
Provide expert guidance to staff on relevant administrative issues; train and coordinate other office support staff in the Office; coordinate the work of office support staff;
Review systems and processes under area of responsibility to ensure that they meet the needs of the workstream; formulate proposals for improvements;
Perform other duties as required.
Impact Of Work
The Executive Associate plays a lead role in the integration and coordination of office and management support services. The impact of work extends to related functions and corporate activities. The incumbent’s work contributes to the successful achievement of the Office’s mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education: Secondary School Education
Experience: Six years of experience in office and management support work
Languages: Working knowledge of English and working knowledge of either French or Spanish (two level C languages)
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Excellent knowledge of communication and documentation standards
Excellent knowledge of organizational structure, administrative procedures and policies and matters of protocol
Excellent knowledge of corporate computerized systems and administrative procedures and policies
Desirable Qualifications and Skills
Very good knowledge of the corporate structure
Tact, courtesy and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.
Experience of working in a front office
Working knowledge (level C) of another official FAO language
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.
FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency
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
Selected candidates need to reside within commuting distance from the FAO office. "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
Only applications received through the recruitment portal will be considered
If you need assistance please contact: Careers@fao.org
Link to the organization’s job offer: https://unjobs.org/vacancies/1620661016920