Administrative Support Specialist

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background, and culture
• Qualified female applicants, qualified nationals of non-and under-represented member nations, and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates, therefore, will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

Organizational Setting

The Liaison Office with the United Nations in Geneva is responsible for the liaison with the Government of Switzerland, the country’s civil society and the International Organizations based in Geneva, Switzerland. Considering the presence of a large number of international organizations, Member States and Non-Governmental Organizations, which provides a significant platform for engagement and partnership with key stakeholders, the Liaison Office i) ensures that relevant FAO Governing body decisions and the overall work of the organization are brought to the policy dialogues, mechanisms and relevant discussions in Geneva; ii) promote and raise awareness on FAO’s technical work and activities, among Member States and Organizations in Geneva, and the general public; iii) serve as the focal point for the 15 Member States that are accredited to FAO from Geneva and two from Berlin.

The position is located in Geneva, Switzerland

Reporting Lines

The Administrative Support Specialist will report to the Director of LOG

Technical Focus

Administration, Information management, Public relations

Tasks and responsibilities

• Provide daily administrative and secretariat support to the Director LOG under strict confidentiality, working closely with Director Office Assistant and the Administrative Officer;
• Receive, review all incoming mail, manage incoming mail, screen telephone calls, welcome visitors.
• Manage the Director’s calendar and take official appointments as required.
• Assist with preparation of LOG meetings related to the Director as well as in consolidating an overview and monitoring system of the meetings of direct interest to the Office.
• Assist in preparation of meetings at LOG. Room booking for facilities in the Palais.
• Assist in managing publication stocks at LOG in consultation with Professional staff and keep library up to date.
• Ensure relevant circulars, press releases, directives and reports and other information that constitutes LOG memory are included in the physical and electronic archive.
• Cover the Director’s Secretary work during any temporary absence.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary school education.
• Three years of progressively responsible administrative, and office management experience
• Working knowledge of English and limited knowledge of French
• Good knowledge of the MS Office applications, Internet and office technology equipment.
• Swiss national or resident in the country with a regular work permit.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Thorough knowledge of communication and documentation standards
• Timely and efficient delivery of office support services and on the overall output of the work unit.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.