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.
Main Purpose
The Library Assistant performs a variety of routine library functions, to support the operational and administrative activities of the FAO Library. He/she contributes to the knowledge-capturing and -sharing needs of the Organization and to the smooth running of the work unit.
The post is located in the Publications and Library Branch, OCCP of the Office of Communications (OCC) at FAO headquarters in Rome, Italy.
Supervision Received/Exercised
The Library Assistant reports to one or more professional staff and receives guidance from the Senior Communications Officer of the Publications and Library Branch, OCCP.
He/she acts independently in routine matters in line with established policies and procedures. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships
The Library Assistant interacts with staff at all levels within the work unit and with other relevant units and offices within the Organization, providing routine information on the use of Library information resources.
Key Functions/Results
• Process incoming serials and periodicals, checking-in items using the Publishing Workflow System (PWS) and the FAO Knowledge Repository, labelling and shelving items as appropriate. Claim late issues, withdraw and discard materials according to retention schedule and procedures.
• Communicate with vendors (subscription agents, publishers, book vendors, shipping agents, etc.), making inquiries, requesting quotes, placing orders, and filing claims. Respond to staff queries about serials and book orders.
• Assist in cataloguing operations in the library ILS (Integrated Library System) KOHA, in particular, reviews and descriptive cataloguing for journals, series and monographs purchased by the library or received as gifts/exchanges, adapting online records when possible, using international bibliographic description standards including MARC21, AARC2, LCSH, UNBIS, UDC. Ensure all information is accurately displayed for users in the library catalogue.
• Review, record and process requests for the library networks, in particular to identify appropriate materials that meet the information needs of the Organization in the Exchange and Depository Libraries Programs, to update current agreements and facilitate proper collaboration with the exchange and/or donations of publications. Update the AGLINET network, updating members information and assisting with interlibrary requests.
• Perform helpdesk service to FAO staff and external researchers, including bibliographic research, library accounts creation in KOHA, computer and printer troubleshooting in the study area.
• Perform library tasks related to shelving library materials, scanning, document delivery, interlibrary loan and circulation when needed.
• Provide assistance for collection maintenance, evaluating materials in need of repair. Assist in conducting paper and binding repairs. Review labels and records for processed materials. Participate in the management of the library stacks.
• Liaise with the Logistics Services (CSL) regarding the library space for damaged, missing or broken furniture and move of library assets for specific events.
• Perform other duties as required.
Impact Of Work
The incumbent's work impacts on the timely and efficient delivery of Library 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 library work, documentation, archives, information network administration or related field.
Language: Working knowledge (proficient - level C) of English.
IT Skills: Very good 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 library and information management resources.
• Very good knowledge of communication and documentation standards.
• Familiarity with international library standards of cataloguing.
• Knowledge of library systems and open procedures.
Desirable Qualifications And Skills
• Experience in the United Nations Common System.
• Experience of Integrated Library Management Systems.
• Limited knowledge (intermediate - level B) of another FAO language (Arabic, Chinese, French, Russian or Spanish).