Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes 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.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

The Human Resources Division (CSH) provides 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 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. The Human Resources Division is composed of two main clusters, (i) the Integrated Talent Management cluster, providing advice and managing position management, recruitment, mobility, staff development and training, performance management and social security; and (ii) the HR Strategy and Policy cluster providing HR strategic guidance, policy and oversight.
The post is located under the (i) cluster in the Social Security Branch (CSHS) at FAO headquarters in Rome, Italy.
CSHS coordinates and provides advice and information on pension, social security and insurance schemes and provisions for FAO. It administers the United Nations Joint Staff Pension Fund (UNJSPF) on behalf of FAO current and former staff members, investigates requests for recognition of accidents/illnesses as Service-Incurred, administers related compensation benefits and manages medical and other insurance plans offered to FAO staff, consultants and other non-staff and retirees.

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 Human Resources Officer.
He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures. Supervision received provides 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 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 (proficiency – level C) 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

•    Experience in dealing with sensitive and confidential information.
•    Extent and relevance of experience in drafting routine correspondence and organizing events.
•    Intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
•    Experience in retrieving, compiling and assembling statistical and numerical data.
•    Advanced knowledge of MS Excel.
•    Good knowledge of MS PowerPoint.
•    Experience in a front office environment providing client-oriented service.
 

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements