Duties & Responsibilities

Under the supervision of the Head of Office, the incumbent performs the following secretarial functions

• Arranges appointments and maintains supervisors’ calendar, receives high ranking visitors, places and screens telephone calls and answers queries with discretion
• Prepare briefing materials for supervisor for use on official trips or special meetings
• In charge of protocol matters arranges meetings; and official receptions given by the head of office
• Participate in the organization and preparation of staff meetings
• Prepare rough translation and may acts as interpreter
• Receives, screens, logs and routes correspondence, attaches necessary background information and maintain follow-up system
• Selects and makes pertinent abstracts and undertake searches for information
• Review secretarial services of the office, distributes assignments to other staff and clears correspondence for the supervisor’s signature. Brief and trains new staff on office procedures
• Draft non-substantive correspondence and ensures follow-up
• Takes dictation, using shorthand, on a variety of subject matters and transcribes, ensuring that spelling, punctuation and format are correct. Types correspondence, documents and reports, etc, some of which are highly confidential
• Perform other duties as required

Qualification Required & Experience

Qualifications – Essentials

• Secondary School Education, including proven shorthand and typing ability
• Experience: four years secretarial experience
• Language: Work knowledge (Level C) of English and French
• Other: Thorough knowledge of modern office procedures; ability to operate work-processing equipment. Knowledge of protocol. Knowledge of office procedures and practices
• Ability to work with people of difference national and cultural backgrounds, and as part of a team

Location: Accra

How To Apply For The Job

Applications should be submitted to:

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

Closing Date: 23 August, 2013

• 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.