Office Associate

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established to lead international efforts to defeat hunger. Founded in 1945, FAO has grown to include 195 members, comprising 194 nations and the European Union. The organization operates in over 130 countries worldwide, focusing on achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensuring that people have regular access to sufficient high-quality food to lead active, healthy lives. FAO's mission encompasses providing policy advice, technical assistance, and capacity development to support agrifood systems transformation, while adhering to international standards of accountability. The FAO Country Offices play a crucial role in delivering on programmatic priorities aligned with the UN Sustainable Development Cooperation Framework (UNSDCF), advocating for policies and investments in food and agriculture, and ensuring effective operations with adequate resources.

Job Overview:
The Office Associate position is pivotal in leading and coordinating the office and management support functions within the FAO Representation in Lilongwe, Malawi. The incumbent is responsible for ensuring the smooth flow of office work and information by setting priorities and organizing daily tasks. This role requires a comprehensive understanding of office policies, procedures, and practices, as well as the ability to provide procedural guidance to managers and staff. The Office Associate operates autonomously, demonstrating a high degree of initiative and independent judgment, while also supervising other office support staff and providing necessary training and guidance. The position demands excellent communication skills and the ability to maintain a wide range of contacts with various stakeholders, both within and outside the organization.

Duties and Responsibilities:
The Office Associate will undertake a variety of key functions, including: analyzing, managing, and monitoring a large volume of complex correspondence and documentation, ensuring appropriate routing and prioritization; providing information and guidance to staff at all levels; arranging appointments and travel for the supervisor; organizing high-level meetings, including finalizing agendas and taking minutes; coordinating the work of other office support staff; establishing internal procedures for correspondence and document tracking; responding to inquiries and drafting responses; following up on reports and documents; evaluating ongoing support requirements and adapting services as needed; ensuring the initiation of transactions in the organization's administrative systems; and performing other duties as required. The impact of this role is significant, as it directly affects the efficiency and effectiveness of the office's operations.

Required Qualifications:
Candidates must possess a secondary school education and a minimum of five years of relevant experience in management and office support work. Proficiency in English at a working knowledge level (level C) is mandatory, along with intermediate knowledge of another official FAO language (Arabic, Chinese, French, Russian, or Spanish) at level B. Additionally, candidates should have very good knowledge of MS Office applications, internet usage, and office technology. General Service Staff are recruited locally, meaning candidates must be nationals of Malawi or possess a valid visa/work permit and reside within commuting distance of the duty station at the time of application.

Educational Background:
While a secondary school education is the minimum requirement, a bachelor's degree in business or public administration, management, communication, or related disciplines is desirable. This educational background would provide candidates with a stronger foundation for the responsibilities associated with the Office Associate role.

Experience:
The position requires a minimum of five years of relevant experience in management and office support work. This experience should encompass a range of administrative functions, demonstrating the ability to manage complex tasks and support office operations effectively. Candidates should have a proven track record of working autonomously and making sound operational decisions in a dynamic environment.

Languages:
Proficiency in English is mandatory, with a working knowledge (level C) required. Additionally, candidates should possess intermediate knowledge (level B) of another official FAO language, which could include Arabic, Chinese, French, Russian, or Spanish. This language proficiency is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is classified under the General Service category, and candidates must be nationals of Malawi or hold a valid visa/work permit. The role is full-time, and the successful candidate will be expected to work within commuting distance of the duty station. The Office Associate will be assessed against the competencies of results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills required include thorough knowledge of communication and documentation standards, corporate computerized systems, and organizational procedures. Desirable qualifications include the ability to analyze work, prioritize tasks, solve problems, and demonstrate resilience in a challenging work environment.