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 Forestry Division (NFO) leads FAO's work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. It liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issues and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects analyses and disseminates information on the world's forest resources and on the production trade and consumption of wood and non-wood forest products.
The position is located at FAO headquarters in Rome, Italy, specifically in the FAO Governing Bodies and Global Processes team of the Forestry Division (NFO), which serves as the Secretariat of the Committee on Forestry (COFO) and coordinates the planning of biennial session of FAO's six Regional Forestry Commissions. It also coordinates FAO's contribution to the international arrangements on forests, including the Collaborative Partnership on Forests (CPF), the United Nations Forum on Forests (UNFF), the implementation of the United Nations Strategic Plan for Forests 2017-2030 (UNSPF) and its six Global Forest Goals (GFGs).
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 Forestry Officer/Secretary of the Committee on Forestry (COFO), Team Leader of the FAO Governing Bodies and Global Processes team, and receives guidance from a senior staff.
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.
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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, screen and send e-mails 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 general administration, procurement, finance, travel, human resources system.
โข ย ย ย ย Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up,'when necessary.
โข ย ย ย ย Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce'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 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 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 the organizational structure.
Desirable Qualifications And Skills
โข ย ย ย ย Experience in organizing and servicing large-scale intergovernmental meetings.
โข ย ย ย ย Good editing skills.
โข ย ย ย ย Good organizational and planning skills.
โข ย ย ย ย Intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
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