Executive Associate, Rome, Italy

Organization: Food and Agriculture Organization of the United Nations (FAO)

Country: Italy

City: Rome, Italy

Office: FAO Rome

Closing date: Monday, 24 May 2021

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2101386

Executive Associate

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.

Organizational Setting

This post is located in the Office of the Deputy Director-General (DDCS) at FAO Headquarters.

Main Purpose

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.

Supervision Received/Exercised

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.

Working Relationships

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.

Key Functions/Results

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

Minimum Requirements

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

Competencies

Results Focus

Teamwork

Communication

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical Skills

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

Assessment

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

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

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