Administrative Assistant (Protocol)
| Company Name: | The Food and Agriculture Organization of the United Nations (FAO) |
| Employment Type: | Full Time |
| Location: | Abu Dhabi |
| Experience: | 3+ years |
| Degree: | Secondary school education |
| Gender: | Any |
| Age: | Any |
| Nationality: | Any |
| Salary: | Unspecified |
| No. Of Vacancies: | 1 |
| Job Description: |
| Organizational Setting The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. FAO’s Subregional Office for the Gulf Cooperation Council States and Yemen, (SNG) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO’s Regional Office for the Near East and North Africa (RNE). The post is located in the FAO Subregional Office for the Gulf States and Yemen (SNG), in Abu Dhabi, United Arab Emirates. Main Purpose The Administrative Assistant (Protocol) performs a large variety of routine protocol-related functions contributing to the smooth and efficient running of the work unit. He/she provides an effective service to the Office for the issuance and renewal of official documents with regard to residence, immigration or travel. He/she takes routine decisions on administrative actions based on a good knowledge of applicable rules and procedures as well as local regulations. Supervision Received/Exercised The Administrative Assistant (Protocol) reports to the Sub regional Coordinator and receives guidance from an Administrative Assistant/Associate. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning. Working Relationships The Administrative Assistant (Protocol) interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services. S/he interacts with the Host Country and other external partners as needed and upon instructions. Key Functions/Results • Sort and organize, for appropriate action, various requests from staff members for immigration and visa-related services. • Arrange and facilitate protocol, visa and immigration related services for FAO staff and non staff members and guests by assisting with the acquisition of resident permits, visas and other required immigration or travel documents. • Advise staff on the visa and immigration requirements of the Host Country; process visas for delegates or FAO travelers from countries where FAO has no diplomatic representation; proof-read visa applications. • Draft Note Verbale, documents and routine correspondence on the above. • Maintain an electronic database and an updated filing system of relevant information to track the expiry dates of documents and visas to remind the relevant staff member to initiate action for renewal of the same in good time. • Arrange airport pick-up service of high-level officials and assist in expediting of customs and immigration procedures, as necessary; provide other protocol services to high-level officials. • Obtain offers from suppliers and contractors in relation to minor official purchases, maintenance services, printing, etc. and draft relevant minor contracts, in collaboration with other colleagues. • Undertake the renewal of car licenses with the authorities concerned. • Perform other related duties as required. Impact of Work The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit. ______________________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Minimum Requirements Education: Secondary school education. Experience: Three years of experience in administrative and office support work. Languages: Working knowledge (proficient – level C) of English and Arabic. Competencies Results Focus Team Work Communication Building effective relationships Knowledge Sharing and Continuous Improvement Technical Skills • Good knowledge of communication and documentation standards. • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies. • Good knowledge of the organizational structure. Desirable Qualifications And Skills Good knowledge of protocol-related procedures. |
