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 agri-food 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 Resource Mobilization Division (PSR) leads and coordinates the mobilization of voluntary contributions (currently 70 percent of FAO's budget) in support of the Organization's strategic priorities. PSR also oversees and coordinates results reporting to ensure accountability to resource partners, for which the PSR Reports Group is mandated as the responsible entity for processing and issuing Terminal Reports for FAO projects, in accordance with the FAO Handbook.
The post is located in the Reporting Team, in the Resource Mobilization Division PSR 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 Programme Officer.
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.
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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 and direct telephone calls and visitors; screen and send e-mails; 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, including an e-book for signatures.
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 (proficiency - 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 Knowledge of corporate information systems, specifically FPMIS (Field Programme Management Information System), GRMS, COIN (Country Office Information System).
โข ย ย Knowledge of communication and documentation management standards, including drafting high-level correspondence using standard templates.
โข ย ย Ability to process basic administrative requests with accuracy and timeliness, including document printing (EDPR - Enterprise Document and Printing Request), pouch submissions, organize files, follow-up on routine correspondence, extract information from corporate information systems, and carry out simple translation tasks.
Desirable Qualifications And Skills
โข ย ย Intermediate Knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
โข ย ย Experience in supporting the preparation of draft project documents ensuring their high quality and consistency.
โข ย ย Good organizational skills, ability to track workflows and attention to detail when managing multiple tasks and deadlines.
โข ย ย Good drafting and verbal communication skills are highly desirable.
โข ย ย Tact and diplomacy when interacting with internal and external stakeholders, and good judgement in dealing with sensitive information and handling project-related and donor information.
โข ย ย Familiarity with FAO Project Cycle procedures and guidelines, knowledge of FAO's work environment, or experience in an international/multicultural setting would be an asset.