FAO Receptionist / Administrative Clerk

Application Type : External Vacancy
Job ID/Title :FAO Receptionist / Administrative Clerk
Category :Other
Brand :FAO
Post Level :SB2/3
Application Deadline :30-Apr-12
Duty Station :Jerusalem
Type of Contract :Service Contract
Post Number : (for 100 Series Contracts) SB2/3
Languages Required : Arabic, English,

Starting Date : (date when the selected canditate is expected to start)    

Duration of Initial Contract :     6 months (extendable subject to availability of funds)

Expected Duration of Assignment :    

Background:
Under general supervision of the Senior Emergency and Rehabilitation Coordinator and direct supervision of the Administrative Operations Officer, the Food and Agriculture Organization of the United Nations (FAO) is looking for a candidate for the position of Receptionist/Administrative Clerk, the incumbent will perform the  following duties:

Description of Responsibilities:
-Provides effective and responsive timely and quality reception services as follows:
-Receive and transmit verbal and written messages to appropriate staff member;
-Receives visitors and answers inquiries with available UN and FAO information;
-Keeps and updates records of FAO telephone Directory and Emergency numbers;
-Keeps and updates contact list of donors, IOs and NGOs, MoA counterparts.
-Drafts routine correspondence, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures;
-Searches office files and records relating to a variety of topics for information and references.  Selects information and records in specified format for use by others in preparing reports, correspondence, technical papers, projects or programme plans and general reference documents;
-Makes travel and hotel reservations, and flight bookings for FAO staff and missions;
-Assists senior staff in the area of office management.  Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes, and makes recommendations for follow-up action;
-Prepares correspondence, special reports, evaluations and justifications and translate documents as required, on general administrative or specialized tasks that may be of a confidential nature within assigned area of responsibility;
-Ensures proper control of assets through preparation of inventory reports and implementation of inventory and physical verification check-up of office and project inventory;
-Keeps updates on Lease Agreements (LAs) and keeps track of their payment schedules. Prepares requests for renewal of office lease contracts and insurance; 
-Monitors telecom charges and staff bills, prepares invoices and ensures timely payment of  all personnel bills;
-Undertakes all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required;
-Ensures maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, and provision of photocopies of material from the registry files, as requested by staff;
-Ensures provision of effective mail management focusing on registration, coding and forwarding of incoming and outgoing correspondence including pouch, and follow up distribution;
-Performs other duties as and when required.

Competencies :

Core values:
-Demonstrates commitment to FAO’s mission, vision and values;
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
-Integrity, professionalism and confidentiality

Core Competencies:
Communication, teamwork, planning and organizing, accountability, creativity, client orientation, technological awareness and commitment to continuous learning.


Qualifications :
Education:
High School Diploma, University degree in Business Administration would be desirable.

Experience:
Two years of clerical experience including administration work. Thorough knowledge of modern office procedures.

Languages:
Very good  knowledge of English language. Working knowledge of Hebrew would be desirable.
 
Other:
Initiative, good judgment, ability to work under pressure, write clearly and meet deadlines. Courtesy, discretion and ability to work with people of different national and cultural backgrounds. Ability to use PC’s, operate word-processing equipment and proficiency in Windows (MS Word, Excel);