Organizational Setting

The Fisheries and Aquaculture Division (NFis responsible for the economic, social, institutional, governance and policy aspects of FAO’s activities related to fisheries and aquaculture and their development, with particular emphasis on human wellbeing, food security and poverty reduction; postharvest utilization, marketing and trade with due regard to the protection of the environment, food security and the wellbeing of fishing communities; collection, compilation, validation, trend analysis and dissemination of the best available and uptodate fishery statistics and for the syndication of the FAO information on all aspects of world fisheries and aquaculture. The Division is also responsible for FAO’s activities related to the management and conservation of the living aquatic resources used by fisheries and aquaculture, including the biodiversity and ecosystem maintenance, with particular emphasis on the most vulnerable and threatened species and habitats; management of responsible fisheries and aquaculture in accordance with modern management standards and best practices; development of fisheries technology, with due regard to the protection of the environment, food security and the wellbeing of fishing communities, including the safety of fishers and fishing vessels.

The position is located in the Trade and Market Team (NFIMin the Sustainable Trade and Value Chains area of the Fisheries and Aquaculture Division (NFat FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Office Assistant reports to the Senior Fishery Officer/NFIMT Team Leader and may receive guidance from a senior staff.
The incumbent operates independently, takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work output. He/she provides guidance and advice to other office support staff.

Working Relationships

The Office Assistant works closely with a wide range of colleagues in the office, with central units and external clients, performing and coordinating office and management support services and providing procedural guidance and information.

Key Functions/Results

•    Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; screen and send emails; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
•    Coordinate office support services for meetings, trainings, seminars, committees and special projects and events; attend meetings, prepare minutes, monitor followup activities; make arrangements for formal editing, translation, etc., of documents and publications.
•    Review, record, distribute and process incoming mail and correspondence; followup on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
•    Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and followup; coordinate with other units to ensure smooth running and expedition of work within the unit.
•    Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
•    Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
•    Create and maintain the work unit’s filing and reference systems, including an ebook for signatures; review the efficiency of office procedures and make recommendations for improvements; update office websites.
•    Perform other duties as required.

Impact Of Work

The incumbent’s work impacts directly on the smooth and efficient running of the Office. He/she plays a lead role in the provision of office support services for successful achievement of the organizational unit’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education.
Experience: Four years of relevant experience in office/management support work.
Languages: Working knowledge (full proficiencylevel of English.
IT Skills: Very 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

•    Very good knowledge of communication and documentation standards.
•    Very good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.
•    Very good knowledge of the organizational structure.

Desirable Qualifications And Skills

•    Intermediate knowledge (intermediate proficiencylevel of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanis.
•    Experience supporting seniorlevel plenary meetings of organizations or institutions, including preparatory, insession and postsession administrative activities.
•    Experience in formal editing, translation and other intermediary activities of documents and publications.