Office 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. 
FAO’s commitment to environmental sustainability is integral to its strategic objectives and operations.
The Regional Office for Europe and Central Asia (REU) 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 oversees the network of Country Offices and the Subregional Office for Central Asia (SEC). It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region, and, in collaboration with Divisions, Offices and Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities and the implementation of the Organization's strategies through programmes and projects across the region. 
The Regional Office supports the formulation and implementation of the Country Programmes and Projects, including Country Programming Frameworks (CPFs), and their contribution to the FAO Strategic Framework and the United Nations Sustainable Development Cooperation Framework (UNSDCF) at the country level, advising Decentralized Offices on corporate priorities such as the Strategic Framework and on the incorporation of regional priorities into the Organization's Programme of Work and Budget. 
The Regional Office leads, formulates, implements, monitors and reports on the Organization's programmes and budget in the region and draws management attention to problems, deficiencies and risks. 
The Regional Office leads the preparation of the Regional Conferences and the Statutory Bodies in the region. 
The Regional Office develops and maintains relations with region-wide institutions, including the Regional Economic Integration Organizations (REIOs), and participates in the United Nations Regional Architecture, such as UN Regional Forums on Sustainable Development and UN Regional Collaborative Platforms and related mechanisms. 
The Regional Office delivers an improved, integrated and collaborative business model to enhance efficiency, effectiveness, consistency, innovation, agility and responsiveness in logistical, operational, financial and other support services at all levels to accelerate the achievement of the Organization's programme in the region and ensure compliance with the Internal Control Framework. 
The position is located in the Regional Office for Europe and Central Asia (REU) in Budapest, Hungary.

Reporting Lines

The incumbent will report directly to one or more Technical Officers as assigned.

Technical Focus

The incumbent will provide responsible secretarial and programme support as follows

Tasks and responsibilities

•    Assist in the organization of technical workshops, and international meetings, including webinars held within and outside the Office, including logistic aspects, drafting and dispatching invitation letters, overseeing visa arrangements, arranging travel and providing support at the meetings, etc;
•    Assist in the recruitment of affiliate personnel according to FAO rules and regulations, using the corporate recruitment system TALEO, including preliminary review of the applications and preparing minutes of the interview meetings for the recruitment procedure;
•    Assist with procurement of products and services, as well as preparation and implementation of Letters of Agreement;
•    Assist in travel arrangement for field missions and technical events, prepare and submit claims for technical support and assistance on behalf of the Officers;
•    Maintain, log, file update records in prescribed format for subsequent use; maintain and keep current files on status of projects (FPMIS);
•    Assist in daily office duties, including reporting, routine office duties and correspondence, including translations;
•    Collect data and other information on development and /or subject-matter activities of the country or area; process and examine the information and data in accordance with instructions received, making necessary abstracts and computations;
•    Collect and prepare background material, working papers and tables for briefing and review by the supervisor; organize and schedule meetings, take minutes and notes;
•    Perform other related duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    Completed secondary school education,
•    One year of relevant experience in secretarial and clerical/programme work and experience in record-keeping and processing of information. 
•    Working knowledge of English and/or Russian 
•    Nationality of Hungary or resident in the country with a regular work permit.

FAO Core Competencies

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

Technical/Functional Skills 

•    Ability to use word processing equipment and other computer software;
•    Possess initiative, courtesy and ability to work harmoniously with people of different national and cultural background;
•    Respect the principles of the United Nations Charter and FAO's Mission Statement.

Selection Criteria 

•    University degree is an asset