Office Assistant

Organizational Setting

The Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meeting services to the Organization.

The Language Services branch (CSGL) enables Multilingualism of the Organization by providing interpretation, translation, and terminology goods and services in all FAO languages across the span of corporate governance, normative, operational and communication functions. CSGL also supports the provision of FAO products in local languages and is responsible for quality language assurance within the Organization.

The position is located in the Interpretation Group within Language Services branch of the Governing Bodies Servicing Division at FAO headquarters in Rome, Italy.

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 the Senior Interpreter, Interpretation Group. 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, protocol, 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 general administration, procurement, finance, travel, human resources system. • Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LOA), obtain clarification and follow up, when necessary. • Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce 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 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

• Thorough knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies • Ability and initiative to carry out duties under pressure with a minimum of instruction. • Good knowledge of the Organization's communication and documentation standards. • Good knowledge of FAO's organizational structure, administrative procedures and policies and matters of protocol.

Desirable Qualifications And Skills

• Experience in HR matters including recruitment of temporary staff is considered a strong asset. • Thorough knowledge of work procedures in language support services. • Knowledge of the FAO documentation management planning, processing and distribution workflow. • Limited knowledge (intermediate - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

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Added 1 day ago - Updated 8 hours ago - Source: fao.org