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.
The position is located in the Office of Chief Economist 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 the Chief Economist and his Executive Associate. He/she acts independently on routine matters and consults with his/her 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 from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.
Key Functions/Results
โข ย ย Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
โข ย ย Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
โข ย ย Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
โข ย ย Set up and maintain office files and reference systems according to standard procedures.
โข ย ย Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems.
โข ย ย Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
โข ย ย Assist with arranging for travels: organize transport, logistics, accommodation, documents.
โข ย ย Ensure availability of office supplies and appropriate maintenance of office equipment.
โข ย ย 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 (proficient - level C) of English.
IT Skills: 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
โข ย ย Results Focus
โข ย ย Teamwork
โข ย ย Communication
โข ย ย Building Effective Relationships
โข ย ย Knowledge Sharing and Continuous Improvement
Technical Skills
โข ย ย Good knowledge of the communication and documentation standards.
โข ย ย Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
โข ย ย Good knowledge of the organizational structure.
Desirable Qualifications And Skills
โข ย ย Limited knowledge (intermediate - level B) of French or Spanish.
โข ย ย Excellent writing skills, experience in editing and finalizing FAO official correspondence.
โข ย ย Experience in preparing draft communication with Core leaders, the Office of the Director-General and Members.
โข ย ย Ability to develop, maintain and retrieve office internal record system/s.
โข ย ย Ability to manage confidential matters with tact and discretion.
โข ย ย Ability to work under pressure, make progress on multiple tasks simultaneously and meet short deadlines.
โข ย ย Accuracy and attention to details.