Organizational Setting
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The FAO 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 well-being of fishing 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 security and poverty reduction; post-harvest utilization, marketing and trade with due regard to the protection of the environment, food security and 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 most vulnerable and threatened species and habitats; management of responsible fisheries and aquaculture in accordance with modern 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 Value Chain Development Team (NFIMV) of NFI 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 directly to one or more Professional staff and the Budget Holder responsible for two Korean government-funded projects, namely: GCP/GLO/1321/ROK and GCP/GLO/098/ROK. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.
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, 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 Knowledge of and experience with trust funded project activities
โข ย ย ย ย Knowledge of Korean is an asset.