Information Resources Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to More efficient, inclusive, resilient and sustainable agrifood systems, for Better production, Better nutrition, a Better environment and a Better life, leaving no one behind. The main objective of FAO's country offices, which are headed by an FAO Representative, is to assist governments in developing policies, programmes and projects aimed at achieving food security and reducing hunger and malnutrition, to help develop agriculture, fisheries and forestry, and to use their environmental and natural resources in a sustainable manner. The country office is supervised by the respective Subregional Office.

The position is located in FAO Partnership and Liaison Office in Dakar, Senegal (FRSEN).

Main Purpose

The Information Resources Assistant provides a large variety of standard support functions that contribute to the smooth and effective running of all Information and Communication Technology (ICT), Information Resources and Records Management functions, within the Office.

Supervision Received/Exercised

The Information Resources Assistant reports to the Assistant FAO Representative (Administration) under the general supervision of the FAO Representative and Subregional Coordinator and receives the technical guidance of the relevant technical Division and/or Office at HQ and in the Regional Office. He/she acts independently in routine matters in line with established policies and procedures. Supervision received is focused on the Office relevant priorities, in particular the meeting of timelines and the quality of support given to clients, and ensures learning opportunities.

Working Relationships

The Information Resources Assistant has frequent interaction with staff at all levels within the Office and with HQ relevant offices for selected functions to exchange routine information concerning the entire scope of information resources support.

Key Functions/Results

Information - Communications Technology:

• Act as first point of support in ICT matters, receive, log and monitor requests as per established procedures, responding to ad-hoc queries, and retrieving data;

• Provide 1st and 2nd level support to resolve IT-related issues pertaining to FAO standard equipment; escalate those issues that cannot be solved to the Regional IT Office support IT staff and to the technical team in the IT Division; monitor progress and ensure problem resolution;

• Liaise with external technical support providers, following up on user problems until resolution is achieved;

• Support the operation and use of the office network infrastructure (wired or wireless LANs, routers, firewalls), internet access and network services (file/print services, security, email backups) in accordance with corporate policies established by the IT Division;

• Initiate requests for purchases of hardware and software, according to corporate guidelines and procedures ensuring Regional Office signoff on expenditures and IT Division clearance for non-standard items;

• Monitor the Office's Minimum Security Telecommunications Standard (MISTS) compliance and collaborate with other agencies as required;

• Maintain an inventory of computers, peripherals, software and MISTS equipment; Monitor the Office's Minimum Security Telecommunications Standards and MISTS equipment; ensure its appropriate maintenance, secure handling and storage, and track loaned equipment.

Information Resources and Records Management:

• Act as focal point on all matters pertaining to the information resources, library and records management and liaise with the Office for Corporate Communication at HQ as required;

• Process incoming and outgoing correspondence and documentation both electronic and paper based: send, receive, analyze, classify, route, distribute and file correspondence; check the quality of the processes and ensure that all formal requirements are met in compliance with standard procedures;

• Assess and execute the transfer of semi-active records to central archives according to agreed retention schedules and procedures;

• Perform other duties as required.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of IT and/or information resources and records management support services. Actions reflect on the transparency and accountability of the work unit and on the effectiveness and efficiency of programme delivery

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary school education

Experience: Three years of progressively responsible experience in user support for Microsoft Windows and Office software in a wide area network environment and / or in registry and information resource management

Languages: Working knowledge (proficient - level C) of French and limited knowledge (intermediate – level B) of English

IT Skills: Experience with computer hardware repair and software configuration. Experience with providing IT support in a networked environment; Experience with MS Exchange and MS Outlook. Equipment procurement, and other related administrative functions

Competencies

• Results Focus

• Team Work

• Communication

• Building effective relationships

• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of information technology resources and records management, and related standards

Desirable Qualifications And Skills

• Working knowledge (proficient – level C) of English

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview