Temporary Administrative Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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 Members 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 FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The FAO Liaison Office in Japan is based in Yokohama, Japan. It undertakes a range of activities aimed at facilitating information exchange, fostering mutual understanding, and promoting collaboration between FAO and the people of Japan on issues related to global food security and nutrition. In this context, the Office maintains close and continuous interaction with key government ministers, national and international organizations, non-governmental organizations (NGOs), academic and research institutions, private sector entities, and the general public. To this end, the primary focus of the Office is to communicate and disseminate information on FAO and its activities, including the current global food and agriculture situation, with the aim of raising awareness among the Japanese public.

Reporting Lines

Under the overall guidance of the Director, the incumbent will undertake the activities outlined below, in cooperation with various stakeholders including FAO units at headquarters and in decentralized offices, Government institutions, Prefectural governments, NGOs, private companies media as well as academia and research institutions.

Technical Focus

Handle daily administrative/financial work

Tasks and responsibilities

• Manage supervisor’s schedule, appointments, visitors and communications (including sensitive correspondence);
• Organize and support meetings, trainings, and events, including taking minutes and following up on actions;
• Handle and process correspondence, draft responses, and ensure quality control of documents (format, grammar, style);
• Perform administrative tasks (HR, contracts, leave, budget) and coordinate with other units for smooth operations;
• Support the overall hiring plan for hiring of national and international affiliate workforce;
• Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations;
• Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent;
• Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation;
;• Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary;
• Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
• Maintain confidentiality and handle sensitive information with discretion
• Conduct research and prepare reports, including compiling data and background materials;
• Coordinate and support office staff, including tasks allocation and training;
• Maintain filing systems and office tools and improve procedures and information platform; and,
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in administration, finance, international relations and other fields relevant to the work of FAO
• One year of relevant experience in administration, finance, international relations, and other fields relevant to the work of FAO
• Working knowledge of English and Japanese
• National of Japan or resident of the country with valid work permit

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in administrative/financial related works

Selection Criteria

• Relevance of academic qualifications;
• Relevance of work experience relevant to job requirements;
• Language skills;
• Familiarity with main MS Office applications;
• Demonstrated ability to communicate and work in a team; and
• Demonstrated ability to handle various tasks and responsibilities with effectiveness.

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

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help or have queries, please contact: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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