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 countries 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 is to eradicate hunger, food insecurity, and malnutrition, and it works through partnerships, resources, and active country programs to provide technical assistance, develop capacities, and deliver core services while adhering to international standards of accountability. FAO Country Offices advocate for policies and investments in food and agriculture, provide technical assistance, and ensure effective operations aligned with the UN Sustainable Development Cooperation Framework (UNSDCF).

Job Overview:
The Office Associate position is crucial for leading and coordinating the office and management support functions within the FAO Representation in Khartoum, Sudan. 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 deep 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 effectively supervising other office support staff. The position involves maintaining a wide range of contacts with managers and staff, necessitating excellent communication skills and the ability to handle sensitive issues with discretion. The Office Associate plays a vital role in supporting the overall mission of FAO by ensuring efficient office operations and contributing to the successful achievement of the Division's mandate.

Duties and Responsibilities:
The Office Associate is tasked with a comprehensive set of duties that include analyzing, managing, and monitoring a large volume of complex correspondence and documentation, often of a confidential nature. The incumbent ensures appropriate routing, timely replies, and prioritization of correspondence while bringing sensitive issues to the supervisor's attention. Responsibilities also include providing information and guidance to staff at all levels, arranging appointments and travel for the supervisor, maintaining the supervisor's calendar, and receiving visitors. The Office Associate organizes high-level meetings, finalizes agendas, ensures the production and distribution of documentation, takes notes, prepares minutes, and follows up on required actions. Additionally, the incumbent coordinates the work of other office support staff, establishes internal procedures for correspondence tracking, and verifies compliance with corporate standards. The role also involves responding to written inquiries, drafting responses to non-routine questions, and preparing reports and briefing materials for the supervisor. The Office Associate evaluates ongoing support requirements, adapts service provision to meet changing needs, and ensures the initiation of various transactions in the organization's computerized administrative systems. Other duties may be assigned as required, all of which contribute to the smooth and efficient operations of the office.

Required Qualifications:
Candidates must possess a secondary school education as a minimum requirement. Additionally, a total of five years of relevant experience in management and office support work is essential. Proficiency in English and Arabic is required, with a working knowledge (level C) of both languages. Candidates should also demonstrate very good knowledge of MS Office applications, internet usage, and office technology. It is important that candidates are nationals of Sudan or possess a valid visa or work permit to work in the country, and they must reside within commuting distance of the duty station at the time of application.

Educational Background:
The educational background required for this position is a secondary school education. This foundational education is essential for understanding and executing the various administrative and office support tasks that the Office Associate will be responsible for.

Experience:
The position requires candidates to have a minimum of five years of relevant experience in management and office support work. This experience should ideally include administrative roles that involve coordinating office functions, managing correspondence, and providing support to senior management. Previous experience in a multicultural environment or with international organizations, particularly within the United Nations system, is highly desirable.

Languages:
Candidates must have a working knowledge (proficiency - level C) of both English and Arabic. This bilingual requirement is crucial for effective communication within the organization and with external stakeholders. Knowledge of additional languages may be considered an asset but is not mandatory for this position.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be nationals of Sudan or possess a valid work permit. The role is expected to be full-time, and candidates should reside within commuting distance of the duty station. The Office Associate will be expected to demonstrate competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills required include thorough knowledge of communication and documentation standards, as well as familiarity with corporate computerized financial, travel, and human resources systems. Desirable qualifications include previous experience in a UN agency or international organization, experience in providing administrative support to senior managers, and strong organizational skills.