Office Assistant

Organizational Setting

The Markets and Trade Division (EST) monitors and analyses developments and trends in international, regional and national agricultural commodity markets and the factors affecting them, collecting and disseminating up-to-date and comprehensive market and policy information for the major traded commodities and those important to food security. It also undertakes forward-looking outlook studies. The Division analyses issues that affect global food and agricultural markets and trade, including analysis of trade policies and agreements, and provides technical support and capacity development to FAO Members in all these areas. Through its Global Information and Early Warning Service (GIEWS), the Division is responsible for FAO's early warnings on food shortfalls and food security problems. EST is also responsible for the production of FAO flagship publication The State of Agricultural Commodity Markets (SOCO) and the OECD-FAO Agricultural Outlook. The Division houses the secretariats of the Committee on Commodity Problems (CCP) and its subsidiary Intergovernmental Groups (IGGs), the G20 Agricultural Market Information System (AMIS), and the World Banana Forum (WBF).

The position is located in the Markets and Trade Division (EST), Medium-term Outlook and Market Analysis Team 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 the Senior Economist/Team Leader of the Medium-term Outlook and Market Analysis and receives guidance from the Office of the Director. He/she acts independently in routine matters and consults with 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 English. 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 publications systems.

Desirable Qualifications And Skills

• Good knowledge of MS-Teams, SharePoint, Zoom. • Experience in the organization of workshops at headquarters, in the field and virtual meetings for launch of publications. • Good knowledge of Letters of Agreement procedures. • Limited knowledge (intermediate - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish). • Very good knowledge of publications workflow.

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Added 23 hours ago - Updated 5 hours ago - Source: fao.org