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 in Beijing is crucial for ensuring the smooth operation of the office. The incumbent will work under the supervision of the FAO Representative and will be responsible for managing a diverse range of office tasks, including correspondence, documentation, and scheduling. This role requires a deep understanding of office policies and procedures, as well as the ability to provide guidance to staff. The Office Administrator will play a key role in facilitating communication within the office and ensuring that all administrative functions are carried out efficiently and effectively. The position demands a proactive approach to problem-solving and the ability to adapt to changing needs within the office environment.

Duties and Responsibilities:
The Office Administrator will undertake a variety of tasks, including but not limited to: analyzing and managing complex correspondence and documentation, ensuring timely and accurate routing and responses; providing information and guidance to staff regarding office procedures; 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; following up on reports and documents; and performing any other duties as assigned. The role requires a high level of discretion and the ability to handle sensitive information appropriately.

Required Qualifications:
Candidates must possess a university degree in business or public administration, or a related field. A minimum of two years of relevant experience in office administration, particularly in support of senior management, is required. Proficiency in office software applications, such as MS Office and OneDrive, is essential. Additionally, candidates must have a working knowledge of both English and Chinese, as effective communication in both languages is crucial for this role. Chinese nationality is also a requirement for this position.

Educational Background:
A university degree in a relevant field such as business administration, public administration, or program management is required. This educational background provides the necessary foundation for understanding the complexities of office management and administrative support within an international organization.

Experience:
Candidates should have at least two years of relevant experience in office administration, particularly in roles that support senior management. Experience in the UN system or diplomatic missions is desirable, as it provides insight into the operational standards and procedures of international organizations. Familiarity with project management and administrative management procedures is also beneficial.

Languages:
Proficiency in both English and Chinese is mandatory for this position. This bilingual requirement is essential for effective communication within the office and with external stakeholders. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is based in Beijing, China, and is open to Chinese nationals only. The role is full-time and involves a variety of administrative tasks that require a high level of organization and attention to detail. The successful candidate will be expected to demonstrate FAO's core competencies, including results focus, teamwork, communication, and the ability to build effective relationships. The position may involve occasional travel for official duties.