Office Assistant (Facilities and Premises)

Overview

Support the day-to-day management of office facilities in FAO Ghana office.

You have:

• Secondary school education. Additional training or certification in administration, facilities and office management, maintenance support or a related area would be an advantage.
• At least one year of relevant work experience in office support, facilities support, premises management, administration, maintenance support or a similar role.
• Working knowledge of English both written and spoken.
• National of Ghana

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. FAO is a specialized agency of the UN that leads internation efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide. The primary goal of FAO Country Offices is to aid governments in creating policies, programmes and projects that secure food security and diminish hunger and malnutrition. They also support the development of agriculture, fisheries and forestry, ensuring the sustainable use of environmental and natural resources. This post is located in the FAO Representation in Ghana, Accra.

Reporting Lines

The Office Assistant (Facilities and Premises), will reports to the FAO Representative (FAOR), but under the overall supervision of the International Operations Specialist, and in close coordination with the Operations and Administration Teams, the Office Assistant will provide support to ensure that the FAO Ghana Country Office premises, facilities, meeting rooms, assets and related services are properly maintained. The incumbent will work closely with the RAF Premises Assistant to ensure harmonized facilities management practices, contribute to continuity of operations between the Country and Regional Offices, and provide backup support to the RAF office during periods of absence, leave or increased workload, as required.

Technical Focus

The Office Assistant (Facilities and Premises) supports the day-to-day management and maintenance of office facilities, including meeting-room setup, service-provider coordination, repair and inventory tracking, and general premises support to ensure a safe, functional and well-organized workplace.

Tasks and responsibilities

• Support the day-to-day upkeep, cleanliness and organization of the FAO Ghana office premises, meeting rooms and common areas. • Conduct routine checks of office facilities, including lighting, water supply, plumbing and general office setup, and report any issues requiring follow-up. • Ensure offices and meeting rooms are cleaned, arranged and ready before the start of work and scheduled meetings. • Assist in monitoring cleaners, gardeners and other service providers engaged for office maintenance and related services. • Maintain records of repairs, maintenance requests, inventory, service visits and premises-related activities. • Work closely with the RAF Premises Assistant to coordinate facilities management activities, share good practices and support the smooth functioning of both FAOGH and RAF premises when required. • Provide backup support to the RAF office premises and facilities management function during the absence of the RAF Premises Assistant or during periods of increased operational requirements. • Support the arrangement and movement of office furniture, equipment and supplies, including assisting with office space reconfigurations and event setups. • Collect and submit invoices and bills from service providers for review and payment processing. • Assist with photocopying, filing, document distribution and other general office support tasks. • Support the preparation of meetings, workshops and official events, including room setup, materials preparation and logistical arrangements. • Receive visitors and provide basic assistance to staff, consultants, service providers and guests, as required. • Report any safety, security, health or maintenance concerns to the supervisor in a timely manner and assist in follow-up actions. • Contribute to maintaining a safe, functional and professional office environment in accordance with FAO administrative and operational standards. • Perform any other related duties as assigned by the supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary school education. Additional training or certification in administration, facilities and office management, maintenance support or a related area would be an advantage. • At least one year of relevant work experience in office support, facilities support, premises management, administration, maintenance support or a similar role. • Working knowledge of English both written and spoken. • National of Ghana

FAO Core Competencies

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

Technical/Functional Skills

• Basic computer literacy would be an advantage. • Ability to keep simple records, logs and checklists. • Ability to follow instructions, work with attention to detail and report issues promptly. • Good organizational skills and a responsible attitude toward office property and facilities. • Physical ability to assist with the movement and arrangement of office furniture, materials and equipment, where required.

Selection Criteria

• Prior experience working with FAO or any UN agency • Prior experience working with the government and other relevant institutions in Ghana

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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Potential interview questions

Added 2 days ago - Updated 4 hours ago - Source: fao.org