FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS OFFICE OF THE REPRESENTATIVE IN MYANMAR TERMS OF REFERENCE Food and Agriculture Organization is seeking application from dynamic and highly motivated Myanmar national for the following vacant position. Post Title - Secretary Number of Post - One Type of Contract - National Project Personnel – Service Contract Duration of Service - 11 Months (Extendable) Duty Station - Yangon with frequent travel to project sites in Myanmar as required Deadline for application - As soon as possible FAO Myanmar will be formulating a National Action Plan for Agriculture (NAPA) for Myanmar over a period of approximately two years. The NAPA will provide the Government of Myanmar with recommendations for policies, legislative requirements and investment opportunities and needs in relation to agriculture, fisheries and forestry over a period of up to 20 years, although the initial strategy will be expected to be revised after no more than five years. The Secretary provides secretarial and office support activities for the National Action Plan for Agriculture (NAPA). He / she works under the direct supervision of the project CTA and overall supervision of FAOR. The with some leeway for independent action and may handle confidential and sensitive matters and material. 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 calendars of the CTA , schedule appointments; brief the CTA on matters before meetings and trips. • Type and format reports, presentations, publications, and other documentation material for the CTA . • 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. • Receive and accompany visitors of the CTA. • Make travel arrangements. • Organize meetings and events held in the country, by arranging 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. • Coordinate the provision of central office support services, e.g. office supplies, translations, printing, building services, etc. • Perform other related duties required. Expected Outputs: Perform above mentioned tasks in timely manner Qualification Requirements Secondary school education. Secretarial training. Training in office management and/or general administration. Work Experience: Five years of progressively responsible secretarial and/or clerical experience. Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required. IT Skills: Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange) et al. Very good typing skills. Office Management Skills: Ability to organize work systematically, set priorities and meet deadlines. Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency. Interpersonal Communications and Teamwork Skills: A cooperative spirit, flexibility and openness to work in an international environment are needed. Utmost tact, discretion, courtesy and trustworthiness are essential personal attributes. Submission:  Interested candidates (Myanmar Nationals) should submit their application in writing, clearly indicating on the sealed envelope the Post Title and Duty Station, to FAO Representation in Myanmar (Attention: Assistant FAO Representative(Administration)). Seed Division Compound, East Gyogone, Insein Township, Yangon, Myanmar  Or by email with Subject: “Post Title: National Technical Expert – Secretary” to Email: [email protected] (Attention: Assistant FAO Representative (Administration).  Only shortlisted candidate whose application responds to the above criteria will be contacted for interview.  FAO regrets its inability to reply individually or attend to telephone queries on the advertised post. QUALIFIED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY