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 our strategic objectives and operations.

The FAO Investment Centre (CFI) provides investment and finance solutions that lead to more efficient, sustainable, inclusive and resilient agrifood systems. Working in over 120 countries, the Centre provides a full suite of investment and finance support to FAO members. It partners with governments, international and national financing institutions, the private sector and farmers, research institutions and academia to improve the quality and quantity of agrifood investment. The Centre's four main areas of work include support to strategic investment planning and policy, public investment, private investment, and innovative finance. These are complemented by the knowledge for investment and capacity development for investment programmes that serve to share knowledge, learn and build capacities at country level.
For additional information on the FAO Investment Centre, its activities, partners and the organizational structure please visit the following link.
 

The post is located in the Director's Office, CFID, at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Office Assistant reports to the Deputy Director, CFI.
The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work output. He/ she provides guidance and advice to other office support staff.
 

Working Relationships

The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

•     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, often 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, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
•     Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
•     Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
•     Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff in relevant administrative procedures and practices and provide general assistance as required.
•     Create and maintain the work unit's filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites.
•     Perform other duties as required.

Impact Of Work

The incumbent's work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the provision of office support services for successful achievement of the organizational unit's mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education
Experience: Four years of relevant experience in office/ management support work
Languages: Working knowledge (proficiency - level C) of English
IT Skills: Very 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

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

Technical Skills

•     Very good knowledge of communication and documentation standards
•     Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
•     Very good knowledge of the organizational structure

Desirable Qualifications And Skills

•     Good knowledge of corporate procedures for employment of consultants and travel.
•     Excellent writing and organizational skills.
•     Extent of experience in a front office.
•     Ability to screen, understand and process a wide range of email correspondence of a complex nature.
•     Working knowledge (proficiency - level C) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).