Office Assistant

Organizational Setting

The Regional Office for Europe and Central Asia (REU) is responsible for developing, promoting and leading FAO’s response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO’s priority activities in the region. REU is also serves as an administrative hub for the region, providing a wide range of administrative, human resources and procurement related services.

Reporting Lines

The Office Assistant works under the overall supervision of the Administrative Officer and under the direct guidance of the Human Resources Assistant.

Technical Focus

Perform a large variety of routine functions in support of transactions related to non-staff human resources (Affiliate Workforce); assist in providing guidance and advice in the application of policies, rules and procedures; support sound human resources practice.

Tasks and responsibilities

• Review, answer and follow-up on standard requests, enquiries and claims regarding non-staff human resources matters; provide readily available information from office files and databases;

• Assemble and review supporting documentation for processing various relating to recruitment, staffing, staff development and learning;

• Assist in the recruitment process of all categories of non-staff including the preparation of vacancy announcements; communicate with applicants and prepare offers/terms of employment;

• Assist supervisor(s) in monitoring the contractual status of employees; assist in the timely preparation and issuance of contract renewals and personnel action forms;

• Maintain personnel files of non-staff employees, ensuring all documentation is complete; maintain and update confidential information and documents, and ensure relevant documents are kept in their respective files;

• Search for, retrieve, compile, assemble and archive a variety of human resources statistical data from reports and databases;

• Draft routine correspondence; assist in the preparation of administrative reports; assist with briefings and debriefings; take notes at meetings;

• Perform other relevant duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary school degree

• Three years of relevant experience in administrative or office management or HR support functions

• Working knowledge of English

• National or legal resident of Hungary

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Experience in working for an international organization

• Familiarity with ERP systems with focus on HR or travel module

Selection Criteria

• Working knowledge of Hungarian will be considered an asset