ABOUT THE COMPANY:

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With over 194 member states, FAO works in over 130 countries worldwide. We believe that everyone can play a part in ending hunger.

JOB SUMMARY

Organizational Setting

The South-South and Triangular Cooperation Division (PST) was established in 2020 and it aims to be a hub for knowledge generation and exchange to promote the uptake of sustainable agricultural practices, technologies, and innovations to address challenges in agriculture and rural development facing developing countries. PST also oversees, coordinates and facilitates South-South and Triangular Cooperation (SSTC) partnerships across the Organization as an effective mechanism for implementing the FAO Strategic Framework, through the exchange of development solutions, promotion of platforms for knowledge management and networks, mobilization of upstream policy support, and fostering enabling environment for effective SSTC among countries in the global south.

The post is located in the South-South and Triangular Cooperation Division (PST) at FAO headquarters, 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 a Senior Programme Officer and receives guidance from a higher graded Office Assistant.
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.

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; screen and send e-mails; 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, including an e-book for signatures.
•    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 for travels: 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 (proficient – level C) of English.
IT Skills: Knowledge of 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 the communication and documentation standards.
•    Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
•    Good knowledge of contemporary software used in information management and data search techniques.
•    Good knowledge of the organizational structure.
•    Ability to use and assist other staff with the use of information and knowledge systems and to support related outreach and promotion of these systems.

Desirable Qualifications and Skills

•    Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
•    Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.
•    Knowledge of Letters of Agreement procedures and experience in its preparation and monitoring.
•    Experience in secretarial duties/front office/IT support operations.
•    Limited knowledge (intermediate – level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).

How to Apply
Step 1: Please re-read this job description from the beginning to the end.
Step 2: Click the APPLY FOR JOB button at the end of this job advert.
Step 3: After going to parent website, please read instructions carefully and ensure you apply as soon as possible.

Good luck!