Secretary

Food and Agriculture Organization of the United Nations
VACANCY ANNOUNCEMENT NO: FAO/14/2011

POSITION TITLE: Secretary GRADE LEVEL: SC 4
DUTY STATION: Nairobi
ORGANIZATIONAL UNIT: Somalia Country Office
(FAO-Somalia)
DURATION: 12 months, with possible
extension based on
performance
ELIGIBLE CANDIDATES KENYAN NATIONALS, OR OTHERS
RESIDENT AND AUTHORIZED TO WORK IN
KENYA
ANTICIPATED START
DATE:
As soon as possible
The Secretary (G-4) provides secretarial and office support activities for the O.I.C FAO Somalia. He /
she works under the overall guidance of the O.I.C. The Secretary (G-4) handles confidential and
sensitive matters and material, and the incumbent performs the following duties:
 Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing
correspondence and documentation; select and abstract pertinent material for supervisors’
review; identify complex or sensitive material for special treatment; review outgoing
correspondence and documentation for correct format, grammar, spelling and conformance with
FAO and country policies and procedures; attach necessary background information; maintain a
follow-up system;
 Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring
matters and difficult issues to respective units within and outside FAO;
 Manage the calendar of the O.I.C.; schedule appointments; brief the O.I.C. on matters before
meetings and trips;
 Type and format reports, presentations, publications, and other documentation material for the
O.I.C.;
 Maintain control of records and files; follow-up on deadlines to supervisor and officers for their
action;
 Select a variety of information from various sources (e. g. Intra-/ Internet, office files, FAO
information and documentation); compile background information and reference material as
appropriate.
 Perform protocol liaison activities with the Host Government;
 Receive and accompany visitors of the O.I.C / FAO Somalia office.
 Liaise with the Travel desk for O.I.C.’s travel arrangements.
 Assist in the organization of meetings and events held in the country/office, by
arranging/liaising for meeting facilities, equipment, catering, travel, logistics, etc; prepare
correspondence and assemble documents for participants; provide administrative and secretarial
support during the meetings.
 Take minutes at the supervisors’ / office’s internal and/or official meetings as requested.
 Perform other related duties required.
Minimum requirements
Candidates should meet the following:
Education: Diploma level education, or compensated by additional years of experience in
administration/secretarial functions, or by secretarial, office management or general
administration courses.
Experience: Four years of progressively responsible secretarial and/or clerical experience and/or
handling protocol matters.
Languages: Working knowledge (level C) of English, and working knowledge of the local
language(s) is required. Somali Language is an asset.
Other: Ability to effectively use standard Microsoft office software. Very good typing
skills. Ability to organize work systematically, set priorities and meet deadlines.
Utmost tact, discretion, courtesy and trustworthiness. Knowledge of FAO’s official
communication and documentation standards and some administrative procedures
and protocol matters is an asset.

TO APPLY:

Send your application to:

Candidates must submit a covering letter quoting the Position Title and Vacancy Announcement No.FAO/14/2011, along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form (available here - see following page for guidelines on how to fill it out). The covering letter should explain the candidate’s motivation for seeking this position, and will be treated as a writing sample. E-mail is the preferred means of receipt of the application . The subject line of the e-mail message should read CONFIDENTIAL – FAO/14/2011.

Only short listed candidates meeting all essential qualifications will be contacted.