Office Associate

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 commitment to environmental sustainability is integral to its strategic objectives and operations, focusing on developing policies, programs, and projects to reduce hunger and malnutrition, and to promote sustainable agricultural practices.

Job Overview:
The Office Associate position is crucial for the smooth operation of the FAO Representation in Mogadishu, Somalia. The incumbent will lead and coordinate office management support functions, ensuring that office work flows efficiently and effectively. This role requires a deep understanding of office policies and procedures, as well as the ability to provide guidance to managers and staff. The Office Associate will be responsible for managing a diverse volume of correspondence and documentation, often of a confidential nature, and will play a key role in organizing high-level meetings and maintaining the supervisor's calendar. 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 Associate will undertake a variety of duties, including analyzing and managing complex correspondence, providing information and guidance to staff, arranging appointments and travel, organizing meetings, and coordinating the work of other office support staff. The incumbent will establish internal procedures for document tracking, respond to inquiries, draft responses, and follow up on reports and correspondence. Additionally, the Office Associate will evaluate ongoing support requirements, ensure compliance with corporate standards, and initiate transactions in the organization's administrative systems. The role requires a high degree of initiative and independent judgment, as well as the ability to maintain effective working relationships with a wide range of stakeholders.

Required Qualifications:
Candidates must possess a secondary school education and have at least 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 (level B) of another FAO official language such as Arabic, Chinese, French, Russian, or Spanish. Candidates should also have very good knowledge of MS Office applications and office technology, as well as a strong understanding of communication and documentation standards.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding the office procedures and policies that the Office Associate will be expected to navigate and implement effectively.

Experience:
The position requires a minimum of five years of relevant experience in management and office support work. This experience should demonstrate the candidate's ability to handle complex office functions, manage correspondence, and provide support to senior management effectively. Candidates should have a proven track record of working autonomously and exercising independent judgment in their previous roles.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, candidates should have intermediate proficiency (level B) in another FAO official language, which could include Arabic, Chinese, French, Russian, or Spanish. Knowledge of the local language, Somali, is considered a desirable qualification and would enhance communication within the office and with local stakeholders.

Additional Notes:
This position is classified under the General Service Staff category, which means that candidates must be nationals of Somalia or possess a valid visa or work permit to work in the country. The role is expected to be full-time, and candidates must reside within commuting distance of the duty station at the time of application. The Office Associate will be expected to demonstrate competencies such as results focus, teamwork, communication, and building effective relationships, as well as technical skills related to financial, travel, and human resources systems.