Records Management Assistant, Riyadh, Saudi Arabia

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

Country: Saudi Arabia

City: Riyadh

Office: FAO Riyadh, Saudi Arabia

Closing date: Monday, 20 September 2021


Records Management Assistant

Job Posting: 23/Aug/2021

Closure Date: 20/Sep/2021, 9:59:00 PM

Organizational Unit : RNE

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-4

Primary Location: Saudi Arabia-Riyadh

Duration : one year with possibility of extension

Post Number : 2007565

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 position is located in the Programme Management Unit (PMU) of the FAO UTF Technical Cooperation Programme in Riyadh, Kingdom of Saudi Arabia.

Main Purpose

The Records Management Assistant performs a large variety of routine functions to support the operational and administrative activities of the knowledge management system. He/ she contributes the knowledge-capturing and -sharing needs of the Organization and to the smooth running of the work unit.

Supervision Received/Exercised

The Records Management Assistant reports to the Knowledge Management Officer under the general supervision of the FAO Programme Director. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work outputs, in particular the meeting of timelines and quality of advice and support given to clients. He/She provides guidance and advice to other office support staff.

Working Relationships

The Records Management Assistant interacts with staff at all levels within the Organization to exchange routine information concerning the entire scope of records management center support. He/ she consults the Records and Archives Unit on structural and procedural issues.

Key Functions/Results

Coordinate the divisional records management center work to meet the operational and administrative activities of records management needs of the Division.

Process incoming and outgoing correspondence and documentation both electronic and paper based: send, receive, analyze, classify, route, distribute and file correspondence; check the quality of the processes and ensure that all formal requirements are met in compliance with standard procedures.

Retrieve records; respond to special requests by undertaking in-depth research of records;
Guide and support divisional staff at all levels in the use of the records management system;
Assist the KMO Coordinator in monitoring records management and in providing capacity development;
Assess and execute the transfer of semi-active records to central archives according to agreed retention schedules and procedures;
Administer the operation and maintenance of systems and equipment relevant to the work of the KMO, including facsimile services, scanning service, and others;
Ensure the timely dispatch of correspondence, pouch services, parcels, express mail, etc. and monitor its status and disposition.

Perform other related functions as required to support the work of the office.

Impact Of Work

The incumbent’s work impacts on the timely and efficient delivery of records management support services. Actions reflect on the transparency and accountability of the work unit and on the effectiveness and efficiency of programme delivery.


Education: Secondary School Education Experience: Three years of relevant experience in Records Management support work Languages: Working knowledge (Level C) of English and limited knowledge Arabic (Level B). IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment


Results Focus

Team Work


Building effective relationships

Knowledge Sharing and Continuous Improvement

Technical Skills

Good knowledge of classification and records management system

Good knowledge and understanding of the guidelines and policies related to records and archives

Good knowledge of communication and documentation standards

Desirable Qualifications And Skills

Working knowledge of Arabic is considered a strong asset


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

The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments

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:

REMUNERATION A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: allowances/salary.htm


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

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