Organizational Setting

The Food and Agriculture Organization of the United Nations (FAcontributes 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, a better environment, and a better life, leaving no one behind.

The Forestry Division (NFleads FAO’s work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. It liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issues and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects, analyses and disseminates information on the world’s forest resources and on the production, trade and consumption of wood and nonwood forest products.

The post is located in the Forestry Division (NFat FAO headquarters in Rome, Italy, in the Forests and Climate Team, in support of the projects focused on fire management and peatlands.

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 Forestry Officer/Team Leader of Forests and Climate Team, NFO and receives guidance from a higher graded Office Assistant.

He/she acts independently on routine matters and consults with his/her supervisor(on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and onthejob 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 and direct telephone calls and visitors; screen and send emails; 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 ebook 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 facilitie.
•    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 (proficientlevel of English.
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 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 the organizational structure.

Desirable Qualifications And Skills

•    Working knowledge (proficientlevel of French.
•    Knowledge of FAO rules and procedures for hiring processes of the affiliate workforce (NSH.
•    Experience in the organization of meetings and workshops.
•    Experience in direct collaboration with and support to country/field offices.
•    Knowledge of and experience with trustfunded project activities.
•    Ability to plan, organize and establish priorities for own work.