Administrative Assistant

he 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 Subregional Coordinator of SNG.  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 need 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 travellers 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.

Minimum Requirements:

• Education: Secondary school education.
• Experience: Three years of experience in administrative and office support work.
• Languages: Working knowledge (proficiency – level C) of Arabic.
• IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment.
• Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

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

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2403719