Administrative Assistant

2 weeks ago


Abu Dhabi, United Arab Emirates FAO Full time

Job Posting: 09/Dec/2024

Closure Date: 30/Dec/2024, 4:59:00 PM

Organizational Unit: SNG - Subregional Office for the Gulf Countries

Job Type: Staff position

Type of Requisition: General Service

Grade Level: G-4

Primary Location: United Arab Emirates-Abu Dhabi

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

Post Number: 2008977

CCOG Code: 2102a

**IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based 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 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**:

- FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations._

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**

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.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

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

**Main Purpose**

The Administrative Assistant (Protocol) performs a large variety of routine protocol-related functions contributing to the smooth and efficient running of the work unit. He/she provides an effective service to the Office for the issuance and renewal of official documents with regard to residence, immigration or travel. He/she takes routine decisions on administrative actions based on a good knowledge of applicable rules and procedures as well as local regulations.

**Supervision Received/Exercised**

The Administrative Assistant (Protocol) reports to the Subregional Coordinator of SNG. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

**Working Relationships**

The Administrative Assistant (Protocol) interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services. S/he interacts with the Host Country and other external partners as need and upon instructions.

**Key Functions/Results**
- Sort and organize, for appropriate action, various requests from staff members for immigration and visa-related services.
- Arrange and facilitate protocol, visa and immigration related services for FAO staff and non-staff members and guests by assisting with the acquisition of resident permits, visas and other required immigration or travel documents.
- Draft Note Verbale, documents and routine correspondence on the above.
- Maintain an electronic database and an updated filing system of relevant information to track the expiry dates of documents and visas to remind the relevant staff member to initiate action for renewal of the same in good time.
- Arrange airport pick-up service of high-level officials and assist in expediting of customs and immigration procedures, as necessary; provide other protocol services to high-level officials.
- Obtain offers from suppliers and contractors in relation to minor official purchases, maintenance services, printing, etc. and draft relevant minor contracts, in collaborat



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