Office Assistant

Organizational Setting

The Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The position is located in the Human Resources Unit of the Regional Office for Latin America and the Caribbean, RLC, in Santiago, Chile.

Reporting Lines

The Office Assistant reports directly to a Human Resources Associate.

Technical Focus

The Office Assistant works closely with colleagues in the RLC Human Resources Unit, in Santiago, Chile, providing administrative and logistics support.
Tasks and responsibilities

•     Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
•     Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
•     Research, compile, analyse and organize information and reference materials from various sources, including FAO's corporate system and databases for reports; create spreadsheets and presentations. 
•     manage and update databases for mailing lists and other information; and maintain electronic files.
•     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.
•     Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
•     Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce' as required.
•     Provide office assistance to the RLC HR Team in the daily tasks, including the administrative processing of vacancy announcements and consultants' contracts. 
•     Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•     Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
•     Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation. 
•     Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
•     Maintain confidentiality and handle sensitive information with discretion.
•     Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•     High school diploma
•     2 years of relevant experience in administrative duties and Human Resources.
•     Working knowledge ( Level C1) of Spanish and English
•     National of Chile or resident of the country with valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

•     Desirable Technical Diploma or University studies in human resources, translation, interpretation, bilingual secretarial,
•     psychology, education, or related areas
•     Demonstrated experience working and collaborating within Microsoft Teams and using Microsoft Planner, with solid knowledge of Microsoft Outlook, Excel, and Canva.
•     Knowledge and familiarity with administrative computerized systems such as ERP/SAP/Oracle.
•     Desirable experience in the United Nations, including corporate policies, rules and procedures
•     Desirable limited knowledge (Intermediate – Level B) of French

ADDITIONAL INFORMATION