Organizational Setting

The Fisheries and Aquaculture Division (NFis one of FAO’s core technical divisions under the Natural Resources and Sustainable Production Stream at FAO headquarters in Rome, Italy. The Division collaborates with Members and partners to promote the responsible and sustainable management of aquatic food systems, aiming for better production, better nutrition, a better environment, and a better life. To fulfil its mandate, the Division focuses on the global development of fisheries and aquaculture through the implementation of its Blue Transformation, a strategic approach that outlines a vision for sustainable and resilient aquatic food systems. Additionally, it extends support to Members through normative instruments and in collaborations with Regional Fishery Bodies (RFBestablished within the framework of the FAO Constitution.

The Resilience Team (NFISof the Fisheries and Aquaculture Division is responsible for programmes and activities related to Biodiversity Mainstreaming including special conservation of aquatic systems, Climate Change and Disaster Risk Management issues related to sustainable use and conservation of fishery resources, including all aspects of Fisheries Management and Assessment related to the social, economic and ecological dimensions in the framework of the Ecosystem Approach to Fisheries. The Resilience Team develops and implements a large portfolio of work, projects and activities in an integrated and coordinated way, to deliver on its mandate at the service of FAO Member Nations.

The post is located in the Resilience Team of the Fisheries and Aquaculture Division 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 Senior Fishery Resources Officer. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for onthejob 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 emails 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; followup 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 (Lo, 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 (proficientlevel 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, financial, travel, human resources systems and administrative procedures and policies.

Desirable Qualifications and Skills

•    Good knowledge of the organizational structure.
•    Limited knowledge (intermediatelevel of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanis.