Office Assistant

FAO - Food and Agriculture Organization of the United Nations

Open positions at FAO
Logo of FAO

Application deadline in 7 days: Tuesday 14 Feb 2023 at 22:59 UTC

Open application form

Organizational Setting

The Office of the Legal Counsel ensures that the Organization's activities are carried out in accordance with its Constitution and the other Basic Texts of the Organization, in a manner consistent with its status as an inter-governmental organization of the United Nations system, and that its relationships with governments, organizations and individuals are on a sound legal basis.

The position is located in the Legal Office (LEG) at FAO headquarters in Rome, Italy.

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

The Office Assistant reports to the Legal Counsel and the Deputy Legal Counsel and receives guidance from a higher graded Office Assistant /Executive Associate. 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, protocol, 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 and limited knowledge (intermediate - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish). 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. • Proven capacity to handle sensitive and/or highly confidential information in an appropriate manner. • Experience in multitasking against tight deadlines.

Desirable Qualifications and Skills

• Good knowledge of the organizational structure. • Good knowledge of Excel. • Working knowledge (proficient - level C) of French or Spanish. • Prior experience in assisting the head of a work unit to monitor and manage the unit's budget. • Prior experience in monitoring budget estimates, forecasts and expenditures; preparation of recurring and special budgetary reports; monitoring programme and general office accounts, maintaining records of budget estimates and available balances. • Ability to assist in the record management functions: process incoming and outgoing correspondence and documentation both electronic and paper based; retrieve records both paper based and in digital form.

Added 12 days ago - Updated 2 hours ago - Source: fao.org