Organizational Setting

The FAO Health Services provides preventive medical, counselling and occupational health services to FAO employees and their dependents and advises on all health-related matters to the Organization.

The position is located in the Health Services within the Logistics Services Division at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant (Sick Leave Management) performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit. This position manages sick leave of FAO staff members in headquarters and in the field.

Supervision Received/Exercised

The Office Assistant (Sick Leave Management) reports to the Chief, Health Services. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides on-the-job learning.

Working Relationships

The Office Assistant (Sick Leave Management) usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

•    Monitor generic email address(es) and liaise with employees and managers as necessary to clarify requests; respond to queries and ensure the necessary documentation is submitted; follow up on pending actions.
•    Initiate general administrative tasks in the computerized health and human resources systems.
•    Provide assistance with the administrative processing of sick leave cases.
•    Act as a case manager liaising among the Health Services (CSLH), the HR Division (CSH), the Affiliate Workforce Services and the patient to facilitate request processing.
•    Prepare long-term sick leave cases ensuring compatibility of the process with the relevant FAO rules and regulations.
•    Monitor on a daily basis incoming sick leave request, for validation and referral to Medical Officers as necessary.
•    Record data and supporting medical documentation in the medical system (Cority).
•    Research, compile and organize information and reference materials; prepare documentation and produce reports on sick leave.
•    Monitor and update databases related to sick leave management; maintain electronic and paper files.
•    Prepare and attend weekly meetings to review and monitor cases.
•    Perform other related duties as required.

Impact of Work

The incumbent’s work impacts the timely and efficient delivery of office support services and on the overall output of the sick leave management unit in CSLH.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary school education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficient – level C) of English.
IT Skills: Good 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

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

Technical Skills

•    Good knowledge of communication and documentation standards.
•    Good knowledge of corporate computerized human resources systems and administrative procedures and policies.

Desirable Qualifications and Skills

•    Good knowledge of the United Nations organizational structure in general and its administrative system related to health services.
•    Experience in working with confidential information.
•    Good knowledge of Excel.
•    Working knowledge (proficient – level C) of Italian.