Administrative Assistant (Protocol) Job Vacancy in FAO Abu Dhabi – Latest Jobs in Abu Dhabi

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Company Name : FAO
Location : Abu Dhabi
Position : Administrative Assistant (Protocol)

Job Description : CALL FOR EXPRESSIONS OF INTEREST – VACANCY ANNOUNCEMENT: 2200804

Administrative Assistant (Protocol)

Job Posting: 23/Mar/2022
Closure Date: 06/Apr/2022, 4:59:00 PM
Organizational Unit: SNG
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-4
Primary Location: United Arab Emirates-Abu Dhabi
Duration: Fixed-term: 1 year with possibility of extension
Post Number: 2008977
CCOG Code: 2102a
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located
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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 persons 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 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.

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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.
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FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency
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ADDITIONAL INFORMATION
FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.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.No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office locationOther similar positions may be filled from this vacancy noticeFor additional information visit the FAO employment website: http://www.fao.org/employment/home/en/

REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:

http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm
HOW TO APPLY
To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. 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. FAO reserves the right to request candidates to undertake a language test in the future, as appropriateIncomplete applications will not be considered
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 qualificationsIncomplete applications will not be consideredPersonal 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 recruitment portal will be considered
Your application will be screened based on the information provided in your online profileWe encourage applicants to submit the application well before the deadline date.If you need assistance please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT

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