Executive Associate

The Executive Associate manages the office and management support functions of the Office of the Deputy Director-General (DDG). He/she ensures the quality and smooth flow of office work and information within the Office and all the units under the DDG’s responsibility. The job role requires applied knowledge and interpretation of office policies, procedures and practices. The incumbent provides procedural guidance to managers and staff in the work stream.

The Executive Associate reports to the Deputy Director-General.

Work is performed autonomously, showing a high degree of initiative and independent judgment. Managerial guidance received focuses on integration of the work with related services and organizational units. The incumbent coordinates, supervises and trains other office support staff within the Office.

Working Relationships

The incumbent maintains an extensive range of contacts both within the Organization and with external partners, counterparts and senior managers, providing comprehensive support services and offering process improvements. Matters are often sensitive or controversial, requiring proficient handling of information and contacts.

• •    Analyse, manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness.
• •    Serve as reference point regarding the duties of the office: answer substantive questions requiring extensive research and independently obtain clarification; draft correspondence and reply to enquiries on own initiative; provide advice on procedural and administrative requirements.
• •    Conduct extensive research and prepare briefing material for the supervisor; select a variety of information from various sources and present findings in appropriate form.
• •    Manage the calendar for the supervisor and schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors.
• •    Liaise with appropriate staff within FAO to ensure timely submission of inputs to publications, reports and other documentation; review documents and make changes to their formal or style in accordance with standard practice.
• •    Serve as contact person/link between supervisor and senior staff regarding office issues and information; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor.
• •    Coordinate the logistic arrangements of meetings with high-level officials, including all preparation, delivery and follow-up activities with internal and external partners and participants; draft briefing information to support the supervisor’s participation in meetings, councils and programme activities.
• •    Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in FAO’s computerized systems.
• •    Provide expert guidance to staff on relevant administrative issues; train and coordinate other office support staff in the Office; coordinate the work of office support staff.
• •    Review systems and processes under area of responsibility to ensure that they meet the needs of the work stream; formulate proposals for improvements.
• •    Perform other duties as required.

Impact Of Work:

• The Executive Associate plays a leading role in the integration and coordination of office and management support services. The impact of work extends to related functions and corporate activities. The incumbent’s work contributes to the successful achievement of the Office’s mandate.

Candidates Will Be Assessed Against The Following:

Minimum Requirements:

Education:

• Secondary School Education.

Experience:

• Six years of experience in office and management support work.

Language:

• Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Source:  https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2402638