Office Assistant

Organizational Setting

The Regional Office for Asia and the Pacific (RAP) is responsible for 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. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with offices, divisions and centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAP also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAP develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The position is located in the Partnership and Resource Mobilization unit in the Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.

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 Programme Officer, Resource Mobilization and Partnership unit, RAP and receives guidance from professional staff members from the relevant areas. 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 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 in administration/procurement/financial/travel/human resources systems and administrative procedures and policies. • Good command of the use of standard computer software including Microsoft Suite (Word, Power Point, Excel) and other standard software. • Good command of internet searches, google searches, use of cloud platforms and other common digital software. • Very good knowledge of budget process and systems. • Very good ability to extract and analyse data and prepare graphs for presentations. • Good knowledge of the corporate structure. • Good ability to communicate well in writing and orally, internally, but also with external partners. • Good team competency and ability to work with diverse team members. • Working knowledge (proficient – level C) of Thai will be considered an asset.