Office Assistant (Finance)

Organizational Setting

The Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The position is located in the Regional Office for Latin America and the Caribbean, RLC, in Santiago, Chile.

Main Purpose

The Office Assistant performs a 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 (Finance) reports to the Finance and Accounting Associate. He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.

Working Relationships

The Office Assistant interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.

Key Functions/Results

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation; • Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units; • Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format; • Set up and maintain office files and reference systems according to standard procedures; • Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems; • Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities; • Assist with arranging for travels: organize transport, logistics, accommodation, documents; • Ensure availability of office supplies and appropriate maintenance of office equipment; • Perform other duties as required.

Impact Of Work

The Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Two years of relevant experience in office support work. Languages: Working knowledge (proficient - level C) of Spanish and limited knowledge (Intermediate - level B) of English. IT Skills: 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 visa/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 the 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. • Good knowledge of invoicing and payment processes and modalities. • Knowledge of the Organization's Manual, in particular Chapter II and related procedures.

Desirable Qualifications and Skills

• Experience in programme support and business operations areas; planning, budgeting, financial reports. preparation, expenditure forecasting, and general administration. • Experience reviewing and filtering different types of payment requests. • Experience with payment modules of ERP/GRMS. • Experience in compliance with financial documentation filing. • Advanced knowledge of Excel.