National Office Assistant

Organizational Setting

The Food and Agriculture organization of the United Nations (FAO) and the Government of Eswatini have partnered since the country joined the Organization in 1971. FAO assistance has covered the formulation and implementation of food security and nutrition policies, including risk reduction and management strategies, and activities to increase agricultural productivity. More recently, cooperation has included a focus on market access and agricultural competiveness, with support to smallholders’ transition from subsistence to commercial agriculture. Emphasis is also given to the sustainable management of natural resources.

FAO Eswatini is implementing a number of Technical Cooperation Programmes (TCP) projects and Emergency programmes. The TCP provides assistance in all areas pertaining to FAO’s mandate and competence that are covered by the Strategic Framework to respond to governments’ priority needs. These short-term, catalytic and sustainable projects are driven by the demands and priorities of member countries, addressing critical gaps in hunger and malnutrition eradication, sustainable production, rural poverty reduction more efficient and inclusive food chains and building resilience to crisis. TCP projects catalyze change, foster capacity development and assist countries in mobilizing resources, in line with the Country Programming Frameworks agreed to with governments. Currently FAO Eswatini is supporting a number of TCPs with the Ministry of Agriculture and jointly collaborating with other Ministries as related to projects.

The position is located in Mbabane in Eswatini. The Food and Agriculture Organization (FAO) in Eswatini focuses its efforts on poverty reduction, food security, sustainable livelihoods and rural development. FAO has partnered with the Government of Eswatini on research and development, training, extension services and strengthening of the staff capacity in planning and policy making. FAO has supported improvements in agricultural policy analysis, strengthened institutions. Enhanced integrated area development and expanded participation of marginalized and vulnerable communities in sustainable development.

Moreover, with the current situation regarding COVID-19, it is expected that all FAO projects will also contribute towards addressing the impacts of the COVID-19 disease in the relevant thematic areas.

Reporting lines

The consultant shall be under overall supervision of the FAO Representative for Eswatini (FAOR), the direct supervision of the Assistant FAOR/Programmes

The post is located in the FAO Eswatini office.

Technical Focus

The National Administrative Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Tasks and responsibilities

• Arrange appointments for the supervisor, maintain appointments register and electronic records of appointments on emails, etc.
• Receive visitors, place and screen telephone calls and respond to routine requests for information;
• Maintain proper filing system in the Representation office using FAO guidelines.
• Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
• Respond or draft responses to standard/ routine correspondence and other communications; use word processing package (and other software) to produce a wide variety of large, complex documents and reports;
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
• Initiate general administrative tasks in the computerized finance / procurement / travel / human resources systems;
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
• Provide assistance in the administration unit, as required, but not limited to: travel requirements, invoicing, procurement, processing of vacancy announcements and projects reports; etc.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files;
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education: Secondary School Education
• Secretarial Diplomas or Certificates or related field qualifications
• Experience: Minimum of 5 years of relevant experience in office support work and executive secretarial tasks
• Languages: Good Working knowledge of English and Siswati
• National of Eswatini

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Extent of experience in Communications and media relations;
• Experience work in International Organizations or similar settings would be considered an asset but not a requirement;
• Extent of experience in digital strategy and storytelling
• Excellent writing, editing, and speaking skills in English and Siswati.
• Extent of experience in creating content for various communication products
• Extent of experience in communication, diffusion strategies and techniques, reporting and documentation, and media
• IT Skills: Good knowledge of the MS Office applications, Internet use and office technology equipment
• Ability to work diplomatically, politely and respectfully in multi-disciplinary and multi-cultural teams is essential.

Selection criteria

• Work experience in more than one location or area of work.
• Extent and relevance of experience in trade policy analysis and international trade.
• Experience in the field of nutrition issues and food systems in Southern Africa and Eswatini in particular.
• Experience with advising governments and/or agricultural sector stakeholders on trade and markets issues.
• Extent and relevance of experience in project formulation and technical backstopping and leading multidisciplinary teams for technical implementation.
• Capacity to work effectively as part of a multi-disciplinary team.
• Demonstrated ability to synthesize complex information and present ideas and recommendations in a clear and understandable manner.
• Ability to work independently, strong analytical skills and problem-solving
• Computer literacy with Word, PowerPoint and basic spreadsheets (Excel).
• Excellent communication (both written and oral) and presentation skills in English and Siswati