Organizational Setting

FAO’s Human Resources Division (CSH) provides human resources (HR) strategies, policies, tools, guidance and oversight to FAO Offices worldwide to ensure that the Organization attracts, develops and retains a diverse, skilled and highly motivated workforce, delivering on the mandate of the Organization. Over the next years, the Human Resources Division (CSH) will focus on developing and implementing a people centered strategy, and positioning HR as a strategic partner contributing to the achievement of the mandate of FAO.

CSH is composed of two main clusters, namely (i) the Integrated Talent Management providing advice and managing position management, recruitment, mobility, staff development – training, performance management and social security; and (ii) the HR Strategy and Policy, providing HR strategic guidance, policy and oversight.

The position is located in the Office of the Director, Human Resources Division (CSH) 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 and receives guidance from the senior General Service staff in the Office of the Director, Human Resources Division. 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 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 administration, procurement, finance, travel, human resources systems and administrative procedures and policies.
•    Very good knowledge of FAOSTYLE (editorial and formatting guidelines of FAO).

Desirable Qualifications and Skills

•    Good knowledge of the organizational structure.
•    Experience of working in a front office.
•    Ability to handle and document confidential and strictly confidential information appropriately.
•    Limited knowledge (intermediate – level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish).
•    Ability to work under pressure and to handle sensitive issues with tact and utmost confidentiality.