Executive Associate Lazio

Executive Associate
Roma
Lazio, Lazio

Job Posting: 19/Aug/2024

Closure Date: 02/Sep/2024, 4:59:00 PM

Organizational Unit: DDCM

Job Type: Staff position

Type of Requisition: General Service

Grade Level: G-7

Primary Location: Italy-Rome

Duration: Fixed-term: two years with possibility of extension

Post Number: 0014575

CCOG Code: 2101

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

- Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located. _

- **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**:

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.

**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

The post is located in the Office of the Deputy Director-General at FAO headquarters in Rome, Italy.

**Main Purpose

The Executive Associate manages the office and management support functions of the Office of the Deputy Director-General (DDG).

He/she ensures the quality and smooth flow of office work and information within the Office and all the units under the DDG's responsibility.

The job role requires applied knowledge and interpretation of office policies, procedures and practices.

The incumbent provides procedural guidance to managers and staff in the work stream.

**Supervision Received/Exercised

The Executive Associate reports to the Deputy Director-General.

Work is performed autonomously, showing a high degree of initiative and independent judgment.

Managerial guidance received focuses on integration of the work with related services and organizational units.

The incumbent coordinates, supervises and trains other office support staff within the Office.

**Working Relationships

The incumbent maintains an extensive range of contacts both within the Organization and with external partners, counterparts and senior managers, providing comprehensive support services and offering process improvements.

Matters are often sensitive or controversial, requiring proficient handling of information and contacts.

**Key Functions/Results

- Analyse, manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness.

- Serve as reference point regarding the duties of the office: answer substantive questions requiring extensive research and independently obtain clarification; draft correspondence and reply to enquiries on own initiative; provide advice on procedural and administrative requirements.

- Conduct extensive research and prepare briefing material for the supervisor; select a variety of information from various sources and present findings in appropriate form.

- Manage the calendar for the supervisor and schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors.

- Liaise with appropriate staff within FAO to ensure timely submission of inputs to publications, reports and other documentation; review documents and make changes to their formal or style in accordance with standard practice.

- Serve as contact person/link between supervisor and senior staff regarding office issues and information; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor.

- Coordinate the logistic arrangements of meetings with high-level officials, including all preparation, delivery and follow-up activities with internal and external partners and participant