FAO Somalia Executive Assistant Jobs vacancy in Nairobi Kenya 2013

FAO Somalia Executive Assistant Jobs vacancy in Nairobi Kenya 2013

• Provide and coordinate communication, information, documentation, administrative and protocol support processes for the Officer in Charge.
• Control the workflow of the Officer in Charge’s office, prioritize, distribute and monitor work of subordinate staff for whom the incumbent is the immediate supervisor.
• Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from and to the Officer in Charge and the country office; select and abstract pertinent material for supervisor’s 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.
• Manage the calendars of the Officer in Charge and Assistant Representatives; schedule appointments; brief the supervisor/s on matters before meetings and missions.
• Draft and format reports, presentations, publications, and other documentation material for the Officer in Charge and the country office.
• Maintain control of records and files; follow-up on deadlines to supervisors and officers for their action; update the office’s management information system including spreadsheets, files, databases; provide Registry with master files containing key documents.
• Undertake complex research from various sources; select relevant information and prepare briefs and summary notes in concise format.
• Maintain records on administrative and office support policies, procedures and practices and provide guidance as to their use to subordinate staff.
• Brief and train secretarial support staff regarding all aspects of the job, ensuring adherence to procedures, guidelines and work requirements; ensure accuracy of the work provided.
• Be responsible for the overall protocol liaison activities with the Host Government.
• Carry out administrative functions to support the activities of the Officer in Charge including making travel and schedule arrangements.
• Supervise the organization of meetings and events held in the country, including the provision of  meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants.
• Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties.
• Prepare informal translations and act as interpreter.
• Perform other related duties as required.

• A high school completion certificate.
• A university bachelors degree or higher is advantageous.

• Five years of clerical, administrative or operations experience.
• A minimum of  six months work experience with the UN is desirable.
• Good communication and writing skills.
• Good knowledge of the UN work system.
• Ability to work with minimal supervision and good decision making skills are essential.

• Systematic, well structured and efficient approach to work assignments.
• Analytical ability, accuracy and consistency.
• Exercise diligence and care in dealing with records and expenditures.
• Ability to organize work systematically, set priorities and meet deadlines.
• Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency.
• Recognize sensitive and confidential material and handle it with a high level of discretion.
• Ability to communicate appropriately with high level officials and to professionally handle matters of protocol.

• Systematic, well structured and efficient approach to work assignments.
• Analytical ability, accuracy and consistency.
• Exercise diligence and care in dealing with records and expenditures.
• Ability to organize work systematically, set priorities and meet deadlines.
• Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency.
• Recognize sensitive and confidential material and handle it with a high level of discretion.
• Ability to communicate appropriately with high level officials and to professionally handle matters of protocol.

• The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment.
• Ability to establish and maintain  effective working relationships with people of different national and cultural background.
• Tact, discretion, courtesy and a high level of trustworthiness are essential personal attributes.
• Ability to work effectively with people of different national and cultural backgrounds.

• Ability to effectively use standard office software, such as MS Office (Windows, Outlook, Word, Excel, Access, PowerPoint, Project, Exchange and Internet) etc
• Ability to use administrative software and/ or other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.