Office Assistant

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, abetter environment, and a better life, leaving no one behind.
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Projects Support Division (PSS) coordinates FAO's efforts towards the fulfilment of its Strategic Framework and Agenda 2030 through projects. The Director, PSS leads the Organization's work in project oversight and monitoring; the management and oversight of FAO's Technical Cooperation Programme (TCP); the development, support and oversight of operational modalities implementation such as cash transfers and operational partners implementation modality; due diligence research and risk assessment function for the review of partnerships with non-state actors and related policy and procedures.

The position is located in the Office of the Director, Projects Support Division (PSS), 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 Senior Programme Officer and receives guidance from a higher-graded Office Assistant. He/she acts independently on 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.
He/she acts independently on 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 from within 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 travel: 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 and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
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 valid visa to work or a valid 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

• Good knowledge of the communication and documentation standards;
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Desirable Qualifications And Skills

• Experience in front office settings.
• Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
• Ability to organize and analyse data, prepare graphs, tables and PowerPoint presentations.
• Advanced knowledge of Excel; SharePoint and Power Bi are assets.
• Good knowledge of meeting organization and logistical arrangements, to assist in organizing virtual, in-presence and hybrid events.
• Demonstrated problem-solving skills, and adaptability to maintain business continuity and accuracy during peak workload periods.