Office Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

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• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is the specialized Agency of the United Nations leading international efforts to defeat hunger. The Partnerships and UN Collaboration Division (PSU) is responsible for coordinating and overseeing the identification, strengthening and stewardship of strategic partnerships with non-state actors and UN entities, including with the other Rome-based agencies, parliamentarians, civil society, academia and research institutions, family farmers' and indigenous peoples' organizations in support of FAO's objectives and the Sustainable Development Goals (SDGs). This position is in direct support of the Responsible Agricultural Investments, Learning, and Agriculture Information Management Unit.

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 Head of the Responsible Agricultural Investments, Learning, and Agriculture Information Management Unit and receives guidance from a higher graded Office Assistants. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for 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, screen and direct telephone calls and visitors; 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;
• 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, virtual events, and interpretation);
• Assist with arranging for travel: organize transport, logistics, accommodation, and required 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 (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish)

IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment

Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Knowledge of the communication and documentation standards
• Knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

Desirable Qualifications and Skills

• Working knowledge (Level C) of another FAO language (Arabic, Chinese, French, Russian, Spanish)
• Experience in the organization of meetings
• Experience with Letters of Agreements and Service Contracts
• Knowledge of the organizational structure

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

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