Key Functions/Results

•    Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; screen and send e-mails; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
•    Coordinate office support services for meetings, trainings, seminars, committees and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
•    Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread'texts for adherence to format, grammar, punctuation and style.
•    Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
•    Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
•    Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
•    Create and maintain the work unit's filing and reference systems, including an e-book for signatures; review the efficiency of office procedures and make recommendations for improvements; update office websites.
•    Perform other duties as required.

•    Very good knowledge of communication and documentation standards.
•    Very good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.
•    Proven experience in supporting the review and processing of payments.
•    Proven experience in procurement processes.
•    Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish)　is an asset.
 

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
https://onehr.un.org/salary-survey/#/salary_scale

https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2501350&tz=GMT%2B09%3A00&tzname=Asia%2FTokyo