Office Assistant

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 staff of FAO Mongolia.

Technical Focus

Provide comprehensive support for country office every day works including document processing, records management, correspondence handling, meeting and travel coordination, procurement support, and logistical arrangements. Ensure the efficient organization of office operations through accurate record-keeping, information management, and compliance with corporate administrative procedures, contributing to the effective implementation of office operational activities.

Tasks and responsibilities

• Assist in coordinating communications between the FAO Representative (FAOR) and internal/external partners, ensuring timely exchange of information and appropriate follow-up actions • 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. • Provide support to the FAOR during meetings and field visits, including logistical arrangements, coordination, and translation as required • Work closely with the Communications and Networking coordinator to insert and/or update social media, 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, provide logistical and administrative support during travel, including note-taking and translation. • Receive and greet visitors at all levels of seniority and inform the security personnel to facilitate an entrance process for guests. • Provide support to e admin specialist to monitors drivers’ overtime and timesheets and schedule arrangements • 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. • Respond and/ or receive calls t 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

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor's degree in Agriculture, Agroforestry, Business Administration, Public Administration, Management or a related field, or equivalent academic qualifications. • A minimum of five years of relevant experience in secretarial, office administration, executive assistant, or management support roles. • Working knowledge of English • Mongolian national or resident of 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 (IT, 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;

Selection criteria

• Working knowledge of Chinese would be an asset.

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Added 2 hours ago - Updated 2 hours ago - Source: fao.org