Office Assistant
Organizational Setting
The post is located in the Sustainable Aquaculture area of the Fisheries Division (NFI) at FAO headquarters.
Main Purpose
The Office Assistant performs a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Supervision Received/Exercised
The Office Assistant reports to one or more professional staff and receives guidance from a higher graded Office Assistant/ Executive Associate. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.
Working Relationships
The Office Assistant interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.
Key Functions/Results
- Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
- Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
- Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format;
- Set up and maintain office files and reference systems according to standard procedures;
- Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems;
- Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
- Assist with arranging for travels: organize transport, logistics, accommodation, documents;
- Ensure availability of office supplies and appropriate maintenance of office equipment;
- Perform other duties as required.
Impact Of Work
The Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education
Experience: Two years of relevant experience in office support work
Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish)
IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment
Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical Skills
- Knowledge of the communication and documentation standards
- Knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
- Knowledge of the organizational structure
Desirable Qualifications and Skills
Knowledge/experience in supporting the organization of virtual events
Assessment
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.