Office Associate

FAO SDN organization mission TBD

This United Nations Volunteers (UNV) assignment is part of the Food and Agriculture Organization of the United Nations (FAO) Sudan Country Office and supports the overall management, administration, and coordination functions of the Office of the FAO Representative (FAOR). The UN Volunteer will be part of the Front Office and will contribute to ensuring the efficient and effective functioning of the Country Office through the provision of high-level office management and administrative support services.
The Office Associate will play a key role in supporting the FAO Representative and the Country Office management team by facilitating effective communication, coordinating administrative processes, managing official correspondence, organizing meetings and missions, and ensuring timely follow-up on corporate and operational matters. The assignment will contribute to strengthened office efficiency, improved coordination among internal and external stakeholders, and enhanced delivery of FAO’s programme objectives in Sudan. For more information about FAO and its work, please visit: https://www.fao.org

• Analyze, 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; bring complex, sensitive or priority issues to the supervisor's attention.
• Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines.
• Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors.
• Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
• Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests.
• Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
• Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor.
• Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language.
• Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems, as required.
• Ensure the initiation of a variety of transactions in the Organization's computerized administrative systems.
• Perform other duties as required.