Office Associate
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to leading international efforts to defeat hunger and achieve food security for all. Operating in over 130 countries, FAO Country Offices provide policy advice, technical assistance, and support for agrifood systems transformation. They work in alignment with UN frameworks and corporate guidance to strengthen impact at the country level, ensuring effective operations and accountability.
Job Purpose
The Office Associate plays a crucial role in leading and coordinating office and management support functions within the FAO Representation in Khartoum, Sudan. This position is responsible for ensuring the smooth flow of daily operations and information by setting priorities and organizing work effectively. The incumbent provides essential procedural guidance to managers and staff, requiring a deep understanding of office policies and practices. The role is key to facilitating service delivery and supporting the successful achievement of the office's mandate through efficient administrative and operational support.
Responsibilities
The Office Associate will manage and monitor a high volume of complex and sensitive correspondence and documentation, ensuring proper routing, timely responses, and accuracy. This includes providing guidance to staff on procedures and deadlines, arranging appointments, managing the supervisor's calendar, and receiving visitors. The role involves organizing high-level meetings, preparing agendas and documentation, taking minutes, and following up on action items. Additionally, the incumbent will coordinate the work of other office support staff, establish internal procedures for document management, and monitor work progress against corporate standards. Responsibilities also include responding to inquiries, drafting responses, and preparing briefing materials. The Office Associate will evaluate support needs, solve operational problems, and initiate administrative transactions in computerized systems.
Work Experience
Requires a minimum of five years of relevant experience in management and office support work. Experience in coordinating meetings, official events, missions, and high-level visits is desirable, as is previous experience within a United Nations agency or international organization.
Skills
Essential skills include strong organizational and coordination abilities, with a capacity to prioritize tasks and meet deadlines. Candidates must demonstrate thorough knowledge of communication and documentation standards, corporate administrative systems (financial, travel, HR), and organizational protocols. Effective communication, teamwork, relationship building, and knowledge sharing are also critical. Desirable skills include experience supporting senior managers, knowledge of FAO procedures, and proficiency in managing diverse administrative tasks in a multicultural environment.