Office Assistant

Organizational Setting

FAO implements the Ukraine Programme from its Programme Office in Kiev, Ukraine and its satellite offices in Zaporizhzhia, L’viv and Kramatorsk under the overall responsibility of the Deputy Regional Representative – Programme - in the Regional Office for Europe and Central Asia and managed by the Head of the FAO Office in Ukraine. FAO assists the Government of Ukraine to develop policies, programmes to deliver on SDG commitments notably on those related poverty, food security, equality and environment. The programs implement agri-food projects in close collaboration with International Organisations that promote sustainable development in the agricultural, fisheries and forestry sectors.

Main Purpose

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Office Assistant reports to the Programme Officer and will receive guidance from the Operations Officer. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office and management support services, and providing procedural guidance and information.

Key Functions/Results

• Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature; • Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications; • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style; • Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit; • Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases; • Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required; • Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites; • Perform other duties as required.

Impact of work

The incumbent’s work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the provision of office support services for successful achievement of the organizational unit’s mandate.

**CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements**

Education: Secondary School Education Experience: Four years of relevant experience in office/management support work Languages: Working knowledge (Level C) of English IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

Competencies

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

Technical Skills

• Very good knowledge of the communication and documentation standards • Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies • Very good knowledge of the organizational structure

Desirable Qualifications And Skills

• Good knowledge of the local language and translation to English • Good knowledge of project cycle and project implementation • Good knowledge of EU funded project implementation and administrative/financial requirements • Limited knowledge (Level B) of other FAO languages (Arabic, Chinese, French, Russian or Spanish) • Very good knowledge of FAO Ukraine operational structure

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.