Secretary |
Expire date Friday, 30 November 2012 |
Agency | FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS |
Terms of Reference |
Title: Secretary Level: G-5 Job Role, Duties and Responsibilities The Secretary (G-5) provides secretarial and office support activities for the FAO Representation. He / she works under the overall guidance of the FAO Representative. The Secretary (G-5) works with some leeway for independent action and may handle confidential and sensitive matters and material. The incumbent performs the following duties:
· Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation; select and abstract pertinent material for supervisors’ review; identify complex or sensitive material for special treatment; review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system. · Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units within and outside FAO. · Manage the calendars of the FAO Representative and Assistant FAO Representatives; schedule appointments; brief the FAOR and Assistant FAORs on matters before meetings and trips. · Type and format reports, presentations, publications, and other documentation material for the FAOR and for the Assistant FAORs. · Maintain control of records and files; follow-up on deadlines to supervisor and officers for their action. · Select a variety of information from various sources (e. g. Intra-/ Internet, office files, FAO information and documentation); compile background information and reference material as appropriate. · Perform protocol liaison activities with the Host Government. · Receive and accompany visitors of the FAO Representative / country office. · Make travel arrangements. · Organize meetings and events held in the country, by arranging for meeting facilities, equipment, catering, travel, logistics, etc; prepare correspondence and assemble documents for participants; provide administrative and secretarial support during the meetings. · Take minutes at the supervisors’ / office’s internal and/or official meetings. · Coordinate the provision of central office support services, e.g. office supplies, translations, printing, building services, etc. Perform other related duties required.
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Background |
Qualification Requirements Education: Degree in relevant education. Secretarial training. Training in office management and/or general administration. Work Experience: Four years of progressively responsible secretarial and/or clerical experience. Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required. IT Skills: Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange) et al. Very good typing skills. Office Management Skills: Ability to organize work systematically, set priorities and meet deadlines. Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency. Interpersonal Communications and Teamwork Skills: A cooperative spirit, flexibility and openness to work in an international environment are needed. Utmost tact, discretion, courtesy and trustworthiness are essential personal attributes.
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Contact information |
Interested candidates are requested to send a cover letter, filled in FAO PHF form in English and 3 recommendation letters to no later than 30 November 2012 17-00. Applications without FAO PHF form will not be considered. FAO PHF form is attached. |
Supporting Documents | FAO PHF form.doc (Size: 255 Kb) |
Created Friday, 16 November 2012 |