Office Assistant (Administration)

Overview

Perform a large variety of routine administrative transactions and office support functions.

You have:

• Secondary School Education.
• Three years of relevant experience in office support work.
• Working knowledge (proficiency - level C) of English.
• Good knowledge of the MS Office applications, Internet and office technology equipment.
• Candidates must be nationals of the country of the duty station or possess an existing valid visa to work or a valid work permit.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no-one behind.

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Partnerships and UN Collaboration Division (PSU) of FAO is responsible for coordinating and overseeing the identification, strengthening and stewardship of strategic partnerships with UN agencies and non-state actors (NSAs) including parliamentarians, civil society, academia and research institutions, family farmers' and Indigenous Peoples' organizations. The Division leads FAO's engagement in the UN Development System repositioning, develops capacities, fosters dialogues, scales up programmes and advocates for FAO's corporate positions in support of FAO's new Strategic Framework and the Sustainable Development Goals (SDGs). It ensures that multi-stakeholder processes and strategic interventions globally and locally are an integral part of FAO's work and provides targeted support for successful collaboration with NSAs and UN agencies. The Division has the lead responsibility for the promotion of the Principles for Responsible Investment in Agriculture and Food Systems (CFS RAI) and the implementation of the Food Coalition, the UN Decade of Family Farming (2019-2028), and the FAO Policy on Indigenous Peoples. PSU is also in charge of FAO's e-learning programmes and access to scientific and technical data through knowledge platforms and enhanced information policies and standards, to promote and facilitate knowledge sharing on sustainable food security and nutrition among various stakeholders.

This position is located in the Family Farming, Parliamentary Networks and Communication for Development Unit (PSUF) of the Partnerships and UN Collaboration Division (PSU), at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant (Administration) 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 (Administration) reports to the Partnerships Officer, Family Farming, Parliamentary Networks and Communication for Development Unit (PSUF). 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 (Administration) 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 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.

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 (proficiency - level C) of English. IT Skills: Good knowledge of the 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 valid visa to work or a valid 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 communication and documentation standards. • Good knowledge of corporate computerized administration, procurement, finance, travel, human resources systems and administrative procedures and policies. • Good knowledge of corporate information systems such as iMIS. • Good knowledge of programme and budget processes and procedures. • Good knowledge of GRMS and eBMM functions. • Good knowledge of financial/project management rules and regulations of trust fund projects and FPMIS.

Desirable Qualifications And Skills

• Experience in raising consultancy contracts and letters of agreements in GRMS. • Experience in conducting journal vouchers and accounting adjustments. • Intermediate knowledge (intermediate proficiency – level B) of one of the other official languages of the Organization (Arabic, Chinese, French, Russian or Spanish).

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Potential interview questions

Added 1 day ago - Updated 7 hours ago - Source: fao.org