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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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.

 

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.