Executive Assistant to the Head of Office

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has a mission to help eliminate hunger, food insecurity, and malnutrition; make agriculture, forestry, and fisheries more productive and sustainable; reduce rural poverty; and enable inclusive and efficient agricultural and food systems. With a presence in over 130 countries, FAO works with governments and partners to improve agricultural practices, enhance security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, and promote sustainable resource management. The organization employs thousands of professionals worldwide, dedicated to improving the lives of vulnerable communities and promoting sustainable development.

Job Overview:
The Executive Assistant to the Head of Office plays a crucial role in ensuring the smooth operation of the office by providing comprehensive executive, administrative, and protocol support. This position is pivotal in managing the Head of Office's official correspondence, calendars, and communications, as well as coordinating travel and security arrangements. The Executive Assistant is expected to maintain efficient office operations through meticulous record-keeping and logistical support, ensuring that all administrative tasks are executed in accordance with FAO rules and procedures. The role requires a proactive approach to problem-solving and the ability to handle multiple tasks simultaneously while maintaining a high level of professionalism and confidentiality.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant include:

• Providing comprehensive administrative, secretarial, and clerical support to the Head of Office.
• Carrying out daily errands for the Head of Office as requested, ensuring timely completion of assigned tasks.
• Assisting in managing the calendars of the Head of Office, including scheduling events, meetings, and appointments.
• Screening and managing the Head of Office’s correspondence and drafting emails as required.
• Monitoring and reviewing emails in the FAO PNG accounts, ensuring appropriate actions are taken, including flagging requests for approval to the Head of Office.
• Acting as a focal point for internal and external communication on behalf of the Head of Office.
• Liaising with office drivers to organize and schedule transportation for the Head of Office.
• Supporting the collation and effective record-keeping of Management Team information and documents.
• Assisting with travel arrangements for the Head of Office, including organizing security arrangements and processing travel authorizations. 1
• Providing clerical support, including photocopying, binding, scanning, and filing official documents. 1
• Assisting in making and receiving official telephone calls and in receiving visitors as requested. 1
• Assisting with protocol-related official matters for FAO PNG as required. 1
• Issuing monthly staff data credits. 1
• Meeting officials at the airport and assisting with immigration formalities and customs clearance. 1
• Providing backup administrative support when required and performing any other related duties as assigned. 1
• Performing any other duties as required.

Required Qualifications:
The minimum requirements for this position include:

• A university degree in Business Management or Administration.
• At least 5 years of experience in a Personal Assistant role, with relevant administrative and program experience considered a bonus.
• A working knowledge of English at a C1 level.
• Candidates must be nationals of Papua New Guinea or residents of the country with a valid work permit. Additionally, candidates should possess strong interpersonal and teamwork skills, excellent written and oral communication skills in English, and proficiency in standard office software such as MS Office.

Educational Background:
Candidates are required to have a university degree in Business Management or Administration. This educational background is essential for understanding the administrative and operational aspects of the role, as well as for effectively managing the various tasks associated with supporting the Head of Office.

Experience:
Candidates should have a minimum of 5 years of experience in a Personal Assistant role. This experience should include relevant administrative and program experience, which will be advantageous in fulfilling the responsibilities of the position. The ability to work effectively in a multicultural environment and coordinate with various stakeholders is also crucial.

Languages:
A strong command of English is mandatory, with a proficiency level of C

• This is essential for effective communication, both written and verbal, in a professional setting. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly in a multicultural work environment.

Additional Notes:
The position is full-time and is based in Port Moresby, Papua New Guinea. The role may involve working with international stakeholders, and candidates should be prepared for the responsibilities that come with supporting a high-level official. Compensation and benefits will be in accordance with FAO policies and the specific terms of employment.