Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) leads international efforts to defeat hunger and to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. 
FAO Liaison Office with the European Union and Belgium is one of the 130 FAO Offices worldwide, responsible for strengthening FAO’s visibility, interaction and advocacy with the European Union and its Institutions, Belgium (through its Federal and Regional entities), as well as the Permanent Representations of FAO Members, the OACPS Secretariat, CSOs, NGOs, the private sector and academic institutions that are active in Belgium. The Liaison Office also covers selected stakeholders and Permanent Missions in France and the United Kingdom.

The position is located in Brussels, Belgium

Reporting Lines

The incumbent will work under the direct supervision of the Director of the FAO Liaison Office.

Technical Focus 

Contribute to the smooth operation of the office by providing quality administrative/back-office services.

Tasks and responsibilities

The incumbent provides assistance and secretarial support to the Director in ensuring smooth functioning of the LOB office and its activities. Support is provided to ensure achievement of overall objectives through efficient administrative coordination and support. 

1.    Provide direct support to LOB Director, including:
•    Managing the calendar, scheduling meetings, and coordinating appointments sending out official correspondence and prioritizing information and requests addressed to the Director
•    Preparing and editing correspondence, reports, and presentations.
•    Handling confidential information with discretion.
•    Manage contacts with external partners on logistical and administrative matters on behalf of the Director.
•    Coordinating travel arrangements and itineraries for duty travels.

2.    Manage LOB email account and handle related standard correspondence, including: 
•    Monitoring, processing and forwarding incoming messages to the relevant team members with a clear indication of the nature of the correspondence (e.g. “for information” or “for action”).
•    Keeping a follow-up system for required action.
•    Drafting responses to standard requests and invitations received.

3.    Provide administrative office support, including:
•    Act as Secretary of Staff Meetings: note taking and monitoring follow-up actions.
•    Organize and maintain LOB files and records (digital and paper)
•    Oversee the coherence of LOB calendar and invitations – overall follow-up on invitations and deadlines.
•    Assist with logistical aspects of LOB events. 
•    Handle day-to-day logistics of the office: staff access, visitor badges, mail collection and distribution. 
 
4.    Perform other administrative duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    Secondary School Education. Secretariat. Office Management and/or General Administration
•    Working knowledge (level C) of French and English mandatory
•    Three years of secretarial and/or administrative experience
•    Belgian national or resident in the country with a valid work permit

 
FAO Core Competencies

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

Technical/Functional Skills

•    Office Management Skills:  Strong organizational and time-management skills. Ability to organize work systematically, set priorities and meet deadlines. Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency.  Ability to prioritize and to work under pressure, plan and organize work efficiently. Ability to work independently and as part of an international multi-cultural team;
•    Excellent verbal and written communication skills.
•    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
•    High level of discretion and confidentiality.
•    Strong problem-solving skills and attention to detail
•    Interpersonal Communications and Teamwork Skills:  Tact, trustworthiness, courtesy, discretion, and the ability to establish and maintain effective working relations with people of different cultural backgrounds. Demonstrates ethics and integrity. Team player who facilitates teamwork.