Under the direct supervision of the Coordinator of the Team or the officer acting ad interim, the incumbent will assist the Technical Coordinator/Technical Team Coordinator, Natural Resources/Fisheries/Forestry (NR/Fl/FO-RAFT) in the overall management of the Team, in particular:

•   Receive telephone calls and office visitors, and referring them to the responsible Officer in charge;
•   Provide administrative and secretarial assistance to the Technical Coordinator and other officers in the NR/FI/FO Team as directed;
•   Consolidate the RAFT Work Plan, Travel Plan and other Team submissions as directed by the Technical Coordinator;
•   Make arrangements for i) recruitment of consultants, ii) staff and consultant mission travels;
•   Provide administrative and secretarial assistance in the organisation of workshops and meetings (both at regional and internal levels); ensure the availability of the required logistics, including electronic projectors, flip charts or others as available;
•   Maintain a follow-up system on correspondence and reports requiring actions within established deadlines and liaise with the respective Officers to ensure timely submission of replies;
•   Set up and maintain office files for the Team as a whole, locating and compiling specifically identified material from office files, reports and computer records, presenting it in a suitable form for the Coordinator's needs. These files will include, among others: NR/FI/FO Contracts, Work Plan and Travel Plan, Periodic Budget Review, Personal Service Agreements, Purchase Orders, Secondment reports, etc.; and set-up filing system for BTO's, TA's, TECs, LO A's, short term staff (consultants, secretaries etc), etc;
•   Follow-up on the NR/FI/FO Team procurement needs and requests and maintain an updated tracking system on Equipment Inventory for the Team, especially for electronic equipment (laptops, cameras, etc.) on loan to staff members, checking the equipment in and out;
•   Act as the NR/FI/FO Team Leave Monitor, maintaining such records as necessary and other related duties as required.

Qualification Required & Experience

Applications are normally not considered from candidates who do not possess ALL of the Essential Qualifications

Education: Completion of secondary School education, supplemented with secretarial/clerical training.
Experience: Three years of clerical/secretarial experience, Language: Working knowledge of (level C) of both English and French.
Other: The incumbent must have passed the Organisation's typing test at 50 wpm in the first language of choice and 45 wpm in the second language. Good knowledge of office procedures. Ability to arrange and index subject material in accordance with established procedures. Computer literacy and ability to use word processing and other office software and technology equipment. Courtesy, tact and the ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.

Desirable Qualifications

Formal secretarial training. Knowledge of and experience in using office automation (information technology) systems beyond word processing equipment including using templates and macros. Familiarity with the Organisation's computerised financial/personnel systems.

Location: Accra

How To Apply For The Job

Applications should be submitted to:

The Human Resources Officer
FAO
Regional Office for Africa
P.O. Box GP 1628
Accra

Closing Date: 10 January, 2014

•   Staff members: Complete form ADM 75
•   Other candidates: Complete FAO Personal History Form available on www.fao.org (type "Vacancies" and click search, then click "current vacancies" to select Personal History Form.
•   Please note that only applications of short-listed candidates will be acknowledged.