Office Assistant

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FAO - Food and Agriculture Organization of the United Nations

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Application deadline 2 years ago: Wednesday 1 Dec 2021 at 22:59 UTC

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Organizational Setting

The position is located in the Inclusive Rural Transformation and Gender Equality Division (ESP). ESP coordinates FAO’s work on social protection, gender equality, decent rural employment, rural institutions and people’s empowerment, and the right to food. It is responsible for working with member countries and other partners to reduce rural poverty through strengthening social protection systems, diversifying rural employment opportunities, reducing gender gaps and other social inequalities in agriculture, strengthening producer organizations, improving the rural poor’s access to productive resources and rural services, and achieving the overall goal of realizing the human right to adequate food for all.

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 Director, ESP and receives guidance from a higher graded Office Assistant/Programme Assistant.

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, 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 financial / travel / human resources systems;

• Make travel and hotel arrangements and prepare travel authorizations/claims for staff 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.

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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 (Level C) of English, French or Spanish and limited knowledge (Level B) of a second FAO official language (Arabic, Chinese, French, Russian or Spanish)

IT Skills: 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

• Good knowledge of communication and documentation standards

• Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

• Good knowledge of the organizational structure

Desirable Qualifications And Skills

• Good knowledge of ESP organizational structure

• Experience with front office work

• Experience with Letters of Agreement (LoAs)

Assessment

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

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