Office Associate

3 weeks ago

Abu Dhabi, United Arab Emirates FAO Full time

**CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT***: 2300081

Office Associate

Job Posting: 12/Jan/2023

Closure Date: 26/Jan/2023, 4:59:00 PM

Organizational Unit: SNG

**Job Type**: Staff position

Type of Requisition: General Service

Grade Level: G-6

Primary Location: United Arab Emirates-Abu Dhabi

Duration: Fixed-term: 1 year with possibility of extension

Post Number: 2008208

CCOG Code: 2101
- 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**

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**

FAO's Subregional Office for the Gulf Cooperation Council States and Yemen (SNG) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO's Regional Office for Near East and North Africa.

The position is located in SNG in Abu Dhabi, United Arab Emirates.

**Main Purpose**

The Office Associate leads and coordinates the office
- and management support functions of the Office. He/she ensures the smooth flow of office work and information by setting priorities and organizing the day-to-day work. The job role requires in-depth knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to managers and staff in the division/ department or location.

**Supervision Received/Exercised**

The Office Associate reports to the Subregional Coordinator of SNG. Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.

**Working Relationships**

The incumbent maintains a wide range of contacts with managers, staff and counterparts both within and outside the Organization. Work relations may be on a high organizational level, requiring very good communication skills and experienced handling of issues.

**Key Functions/Results**
- Analyse, 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; bring complex, sensitive or priority issues to the supervisor's attention;
- Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines;
- Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors;
- Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions;
- Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests;
- Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress;
- Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor;
- Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language;
- Evaluate ongoing support requirements of the office, adapt service provision to meet changing nee

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