Office Assistant

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Logistics Service Division (CSL) provides advice, guidance and oversight for FAO logistics operations both at headquarters and in FAO Decentralized Offices; it provides policy and operational support to ensure that the Organization’s administrative services function effectively and efficiently. 
The post is located in the Logistic Services Division (CSL) at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant performs a 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 and receives guidance from a higher-grade Office Assistant in the Office of the Director, Logistics Services Division. 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.

Working Relationships

The Office Assistant interacts with a variety of colleagues within/outside the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.

Key Functions/Results

•     Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
•     Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
•     Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
•     Set up and maintain office files and reference systems according to standard procedures.
•     Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems.
•     Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities).
•     Assist with arranging for travels: organize transport, logistics, accommodation, documents.
•     Ensure availability of office supplies and appropriate maintenance of office equipment.
•     Perform other duties as required.

Impact Of Work

The Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

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

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

Technical Skills

•     Excellent knowledge of communication and documentation standards.
•     Good knowledge of the organizational structure, functions, administrative procedures and communication standards.
•     Good knowledge of corporate computerized financial / travel / human resources systems and administrative                 procedures and policies
•     Experience with maintaining office files and reference systems according to standard procedures
•     Effective time management and organizational abilities.

Desirable Qualifications And Skills

•     Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement) 
•     Working knowledge (proficiency- Level C) of French is desirable. 
•     Demonstrated ability to interact with internal and external stakeholders with diplomacy
•     Experience in handling information of a confidential/sensitive nature. 
•     Ability to proofread documents and correspondence according to FAO standards. 
•     Good familiarity with the Blue Book and Ministerial List.  
•     Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.
•     Front Office experience would be considered as an asset.