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 International Plant Protection Convention (IPPC) is an international agreement on plant health with over 185 contracting parties, which aims to protect the world’s cultivated and wild plants by preventing the introduction and spread of plant pests. The IPPC is a Convention approved by the FAO Conference in adherence with Article XIV of the Constitution of the Food and Agriculture Organization (FAO) of the United Nations. The IPPC Secretariat is hosted by FAO and is responsible to facilitate the implementation of the Convention, as well as the development and implementation of International Standards for Phytosanitary Measures (ISPMs) to fulfil the IPPC’s mandates. The IPPC is also the implementing organization of the International Day of Plant Health (IDPH) with FAO.

The post is located in the IPPC Secretariat within the Plant Production and Protection Division (NSP) at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant performs a large 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 IPPC Meetings Associate. Supervision received is focused on the quality of the work performed and provides for on-the-job learning. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Office Assistant 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

•    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.
•    Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
•    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.
•    Initiate general administrative tasks in the computerized general administration/procurement/financial/travel/human resources system.
•    Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
•    Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.
•    Provide assistance in the administrative processing of vacancy announcements and consultants’ contracts.
•    Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
•    Perform other duties as required.

Impact Of Work

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

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 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 financial/travel/human resources systems and administrative procedures and policies.

Desirable Qualifications And Skills

•    Very good drafting skills for the preparation of official correspondence and communications.
•    Very good organizational and planning skills.
•    Initiative and the ability to work under pressure to tight deadlines in a team environment.
•    Good knowledge of FAO procurement procedures.
•    Good knowledge of FAO financial accountability practices.

How to Apply
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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!