Office Assistant

Organizational Setting

FAO's Subregional Office for Central Asia (SEC) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO's Regional Office for Europe and Central Asia (REU). The position is located in the Subregional Office for Central Asia (SEC) in Ankara, Turkey.

Main Purpose

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

Supervision Received/Exercised

Under the supervision of the FAO Subregional Coordinator, the Office Assistant operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning. He/ she provides guidance and advice to other office support staff. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

• Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information; • 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 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 financial/travel/human resources systems; • Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required; • Provide assistance in the administrative processing of vacancy announcements and consultants' contracts; • 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.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education Experience: Three years of relevant experience in office support work Languages: Working knowledge (proficient - level C) of English IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

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

Technical Skills

• Good knowledge of communication and documentation standards • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies

Desirable Qualifications And Skills

• Ability to work with multiple Supervisors • Working knowledge (proficient – level C) of Russian is an asset