Office Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The Rural Transformation and Gender Equality Division (ESP) coordinates FAO’s work on various social dimensions including rural institutions, services, social protection, gender equality, decent rural employment, tenure rights and the right to food. The post makes part of the Land Tenure Team and is located in the Rural Transformation and Gender Equality Division (ESP) at FAO headquarters in Rome, Italy.

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 the Senior Officer (Land Tenure), ESP. He/she acts independently on routine matters and consults with his/her 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 travel: 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 (proficient - level C) of English. IT Skills: 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 the communication and documentation standards. • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies. • Good knowledge of the organizational structure.

Desirable Qualifications And Skills

• Knowledge of internal review and approval of Letter of Agreement (LoA) procedures. • Knowledge of FAO rules and procedures for recruitment and selection processes of Non-Staff Human Resources (NSHR). • Limited knowledge (intermediate - level B) of one of the other FAO languages (in particular Arabic, Chinese, Russian or Spanish).

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Added 10 days ago - Updated 6 hours ago - Source: fao.org