Office Assistant

Overview

Provide administrative and logistical support to FAO Representative in Mongolia

You have:

• University degree or equivalent education
• A minimum of five years of relevant experience in office/management support work
• Working knowledge of English
• Working knowledge of the official language of the country
• National of Mongolia or resident in the country with a valid work permit

Organizational Setting

FAO Mongolia works with the vision "to be a leading, credible and responsive partner in ensuring food and nutrition security of the population". The office has been coordinating projects and programmes in research, capacity building, natural resources management, technology transfer, food and agriculture policy, livestock production systems management, emergency and post crisis management, forestry information, statistics, food security and nutrition, emergency response operations, crop production system management, and food quality and safety.

Reporting Lines

The incumbent will work under the overall supervision of the FAO Representative in Mongolia and in close liaison with all the staffs of the FAO Mongolia.

Technical Focus

Timely, efficient and effective support

Tasks and responsibilities

• Support the liaison between the FAO Representative (FAOR) and internal/external partners, ensuring effective communication and coordination. • Responsible for FAOR’s calendar, scheduling meetings, following up on appointments and related materials for important meetings, maintaining a detailed diary, and organizing day-to-day activities, ensuring optimal time management and prioritization. • Accompany the FAOR for meetings and field trips as required, providing logistical support, coordination, and translation. • Work closely with the Communications and Networking coordinator to manage social media, the FAO Mongolia Newsletter and the FAO Mongolia Website • Copy, print, bind, distribute both internally and externally, and arrange publications as needed. • Draft routine correspondence, prepare documents for signature, and generate letters and emails as needed. • Maintain up-to-date contact information databases, including protocol lists, to facilitate efficient communication. • Monitor, register, and process all incoming and outgoing correspondence, internal memos, business letters, emails, and other communications for the office. • Check the FAO post box located at the office premises on a daily basis. • Regularly check the FAO post box at the Ministry of Foreign Affairs as per the established schedule. • Prepare Note Verbale for communication with the international community, ensuring accuracy and adherence to diplomatic protocols. • Collaborate with the Admin Assistant to make travel arrangements, including visas and accommodations. • Organize meetings, prepare agendas, handle logistics, and provide administrative support during travel, including note-taking and translation. • Meet and greet visitors at all levels of seniority and coordinate with security personnel to facilitate an entrance process for guests. • Manage the drivers, monitoring the timesheets and arranging the schedules. • Assist in organizing events, providing logistical support and coordination as required. • Screen mails, and phone calls and ensure that appropriate parties receive the information from FAOR. • Act as the primary point of contact for external phone calls directed to the FAO Representative's office and efficiently convey external phone calls to the relevant staff members. • Register and keep track of visibility items, ensuring proper maintenance and utilization. • Responsible for regular office maintenance and office supply, coordinating with relevant service providers for repairs, and maintenance tasks. • Provide IT support to the staff when required. Any other duties as required

Liaison with the OCC will be maintained, either directly or through an agreed focal point/coordinator, to ensure compliance with OCC standards, appropriate review and clearance processes.

All communication materials will follow FAO clearance processes and comply with FAO standards, including: FAO Strategic Framework 2022-31: https://www.fao.org/strategic-framework/en FAO social media policy and guidelines: https://www.fao.org/2/socialmedia Social Media Branding Guidelines: https://openknowledge.fao.org/handle/20.500.14283/cb5044en FAOSTYLE: https://openknowledge.fao.org/handle/20.500.14283/cb8081en FAO terminology http://www.fao.org/faoterm FAO Names Of Countries https://www.fao.org/nocs/en Story guidelines, Story template, UN map standards, FAO logo policy and related branding guidelines (available to staff).

Further guidance regarding FAO communications, policies and procedures can be found through the FAO intranet, OCC section.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree or equivalent education • A minimum of five years of relevant experience in office/management support work • Working knowledge of English • Working knowledge of the official language of the country • National of Mongolia or resident in the country with a valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Excellent written and oral communication skills, as well as a strong understanding of documentation standards. • Excellent communication skills in English and Mongolian • Excellent planning and organizing skills, accurate with attention to detail • Able to work as part of a multinational team • Experience in the UN system is an asset • High computer literacy in MS Office (Word, Excel, Access, Powerpoint, Outlook etc); • Demonstrated ability to process complex data and analyse information as the basis for professional mastery of subject matter; • Teamwork and strong soft skills including interpersonal, ethical, listening and communication skills, proactive, problem solving, self-organizing, planning, setting priorities and efficient use of time;

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: fao.org