Office Administrator

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has over 194 member countries and works in more than 130 countries worldwide. The organization aims to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. FAO's mission is to help eliminate hunger, food insecurity, and malnutrition, promote sustainable agriculture, and manage natural resources sustainably.

Job Overview:
The Office Administrator position at FAO involves providing comprehensive administrative support to the FAO Representative in China. The incumbent will play a crucial role in ensuring the smooth operation of the office by managing correspondence, organizing meetings, and maintaining the supervisor's calendar. This position requires a deep understanding of office policies and procedures, as well as the ability to provide guidance to staff regarding these policies. The Office Administrator will also be responsible for preparing various documents, managing travel arrangements, and ensuring that all office operations align with FAO's standards and practices. The role is pivotal in facilitating communication and workflow within the office, thereby contributing to the overall mission of FAO in promoting food security and sustainable resource management.

Duties and Responsibilities:
The Office Administrator will undertake a variety of tasks, including but not limited to: analyzing and managing a large volume of complex correspondence and documentation, ensuring timely and accurate responses; providing information and guidance to staff regarding FAO's policies and deadlines; arranging appointments and travel for the FAO Representative; organizing meetings, preparing agendas, and taking minutes; maintaining filing systems in accordance with FAO procedures; establishing internal tracking systems for correspondence; preparing reports and briefing materials; and adapting service provision to meet the changing needs of the office. The incumbent will also be responsible for initiating transactions in the organization's administrative systems and performing any other duties as assigned within their area of competence.

Required Qualifications:
Candidates must possess a university degree in a field related to business or public administration, or programme management and communication. A minimum of five years of relevant experience in office administration and support for the head of the office is required. Additionally, candidates should have a working knowledge of English and Chinese, proficiency in current office software applications, and a valid work permit in China. Chinese nationality is a prerequisite for this position.

Educational Background:
The educational background required for this position includes a university degree in business administration, public administration, programme management, or a related field. This educational foundation is essential for understanding the complexities of office management and administrative support within an international organization like FAO.

Experience:
The position requires a minimum of five years of relevant experience in office administration, particularly in supporting the head of an office. Experience in the UN system or diplomatic missions is desirable, as it provides valuable insights into the operational standards and procedures of international organizations. Candidates should demonstrate a strong background in managing office tasks and supporting senior management effectively.

Languages:
Candidates must have a working knowledge of both English and Chinese, as these languages are essential for communication within the office and with external stakeholders. Proficiency in these languages will enable the Office Administrator to perform their duties effectively and ensure smooth communication across various levels of the organization.

Additional Notes:
This position is full-time and requires the candidate to be a Chinese national with a valid work permit. The role is based in Beijing, and the incumbent will be expected to work closely with the FAO Representative and other staff members. The position may involve handling sensitive information and requires a high level of discretion and professionalism. Compensation and benefits will be in accordance with FAO's policies and the specific terms of employment.