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 Centres/Divisions/Offices 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 post is located in RAP's Country Support - Field Programme Unit, based in Bangkok, Thailand. Within RAP, the Field Programme Service is responsible for the implementation of the field programme in the region. This includes direct management of regional projects, guidance to Country Offices to monitor and support implementation of national projects, management of the Technical Cooperation Programme (TCP) for the region, guidance on Project Cycle issues to RAP and Country Offices and project cycle oversight of Trust Fund projects, emergency operations and projects.

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 Senior Field Programme Officer or another Programme Officer(s) in the group as assigned. 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.

Competencies

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

Technical Skills

• Ability to use corporate information management systems to ensure field programme data and documentation is up to date. • Demonstrated knowledge of project budget planning, budget revisions, and budget and expenditure monitoring. • Ability to use Excel package to produce a variety of analyses, graphics and reports. • 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

• Good knowledge of the organizational structure.