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 Regional Office for the Near East and North Africa (RNE) leads FAO's support to countries in the region in transforming their agrifood systems to achieve the Sustainable Development Goals (SDGs). It identifies regional priorities for food security, agriculture and rural development and ensures the planning and implementation of FAO's strategic response in the region through a multidisciplinary approach. It implements approved programmes and projects, monitors programme implementation and ensures that they contribute to addressing regional priorities. RNE also advises on the incorporation of regional priorities into the Organization's Strategic Framework and Programme of Work and Budget. RNE supports regional policy dialogues, facilitates the emergence of regional partnerships and supports knowledge exchange, capacity development and resource mobilization for food security, agriculture and rural development in the region. It develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).
The post is located in the Regional Office for the Near East and North Africa (RNE) in Cairo, Egypt.
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 the Senior Administrative Officer. 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 and direct telephone calls and visitors; screen and send e-mails; 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, including an e-book for signatures. • 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 for travels: 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 Arabic. IT Skills: Knowledge of 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
• Limited knowledge (intermediate - level B) of English. • Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement). • Experience in direct collaboration and support of the country/field offices is desirable; certification course/programme in supply chain management, business administration, finance and accounting are an asset. • Good knowledge of MS Excel. • Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.