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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 Fisheries and Aquaculture Division (NFI) is responsible for the economic, social, institutional, governance and policy aspects of FAO's activities related to fisheries and aquaculture and their development, with particular emphasis on human well-being, food security and poverty reduction; post-harvest utilization, marketing and trade with due regard to the protection of the environment, food security and the well-being of fishery communities; collection, compilation, validation, trend analysis and dissemination of the best available and up-to-date fishery statistics and for the syndication of the FAO information on all aspects of world fisheries and aquaculture. The Division is also responsible for FAO's activities related to the management and conservation of the living aquatic resources used by fisheries and aquaculture, including the biodiversity and ecosystem maintenance, with particular emphasis on the most vulnerable and threatened species and habitats; management of responsible fisheries and aquaculture in accordance with management standards and best practices; development of fisheries technology, with due regard to the protection of the environment, food security and the well-being of fishing communities, including the safety of fishers and fishing vessels.
The post is located in the Trade and Market Team of the Fisheries and Aquaculture Division (NFIMT) at FAO headquarters in Rome, Italy.
Main Purpose
The Office Assistant 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 reports to the Senior Fishery Officer and receives guidance from the Fishery Officer (Markets).
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 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
โข ย ย ย ย Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
โข ย ย ย ย Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
โข ย ย ย ย Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
โข ย ย ย ย 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.
โข ย ย ย ย Proofread documents and format texts for accuracy, grammar, punctuation and style as well as for adherence to established standards.
โข ย ย ย ย Initiate general administrative tasks in the computerized financial/travel/human resources systems.
โข ย ย ย ย Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
โข ย ย ย ย Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
โข ย ย ย ย 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.
โข ย ย ย ย 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 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
โข ย ย ย ย Results Focus
โข ย ย ย ย Teamwork
โข ย ย ย ย Communication
โข ย ย ย ย Building Effective Relationships
โข ย ย ย ย Knowledge Sharing and Continuous Improvement
Technical Skills
โข ย ย ย ย Good knowledge of communication and documentation standards.
โข ย ย ย ย Good knowledge of corporate computerized administration, procurement, finance, travel, human resources systems, and administrative procedures and policies.
โข ย ย ย ย Good knowledge of organizational structure.
Desirable Qualifications And Skills
โข ย ย ย ย Knowledge of operational procedures related to FAO multi-donor trust fund projects.
โข ย ย ย ย Experience collaborating with project donors and partners, including governments, non-governmental organizations (NGOs), intergovernmental organizations (IGOs), academia, and private sector entities.
โข ย ย ย ย Experience with the Publications Workflow System (PWS), formatting publications according to FAO style, and managing the translation process through the electronic Document Processing Request (eDPR) system.
โข ย ย ย ย Knowledge in preparing pre-session and in-session documentation and reports, proofreading meeting documents, and formatting in accordance with FAO meeting templates.
โข ย ย ย ย Competency in organizing and managing online meetings using Zoom and Microsoft Teams, including scheduling, technical setup, participant coordination, and supporting smooth virtual meeting operations.
โข ย ย ย ย Ability to multitask and manage multiple priorities simultaneously.
โข ย ย ย ย Intermediate knowledge (intermediate proficiency - level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.