National Administrative Assistant

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.

The main of the FAO Country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
FAO Country Office activities include the design and implementation of country-specific field programs, liaison with local donors' representatives and active outreach activities related to FAO initiatives.

The position is located in the FAO Representation in Pretoria, South Africa.

Reporting Lines

The National Administrative Assistant will be under the supervision of the FAO Representative in South Africa.

Technical Focus

Administration. The incumbent will also work in collaboration with relevant Administration and Programmes units in the representation, including the resilience hub (REOSA). The incumbent will play a pivotal role in managing the office of the FAOR.

Tasks and responsibilities

•     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, including those 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, log, distribute, and process incoming mail and correspondence.
•     Track and follow up on pending actions to ensure timely completion.
•     Draft responses to a variety of correspondence and communications, requiring familiarity with technical terminology and detailed office procedures. 
•     Carry out quality control for outgoing documents, ensuring adherence to FAO style, format, grammar, punctuation, and overall consistency.
•     Monitor the FAOZA email account and update the FAOR on daily content and messages.
•     Create and maintain the work unit's filing and reference systems; review the efficiency of office procedures and make recommendations for improvements. 
•     Maintains confidentially on communication pertaining to the office of the Representative 
•     Maintains partnership database and contact details of key partners for the office 
•     Support communication workflow from the Office of the Representative to various unit in the Organization 
•     Perform other Administration duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•     Secondary School Education
•     Three years of relevant experience in office/ management support work
•     Working knowledge (proficient - level C) of English.
•     National of South Africa

FAO Core Competencies

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

Technical/Functional Skills

•     Very good knowledge of the MS Office applications, Internet and office technology equipment
 

ADDITIONAL INFORMATION