Organizational Setting
The General Fisheries Commission for the Mediterranean (GFCM) is a regional fisheries management organization (RFMO) established under the provisions of Article XIV of the FAO Constitution. The main objective of the GFCM is to promote the development, conservation, rational management and best utilization of living marine resources as well as the sustainable development of aquaculture in the Mediterranean and the Black Sea. To this end, the GFCM formulates and recommends appropriate measures for the conservation and rational management of living marine resources and ensures these recommendations are implemented; constantly reviews the economic and social aspects of the fishing industry, recommending specific measures in connection with its development; promotes and carries out training, research and development activities, in addition to cooperation and technical assistance in fisheries-related fields; collects, publishes and disseminates information on exploitable living marine resources and on fisheries exploiting these resources; and promotes programmes for marine and coastal fisheries enhancement.
The post is located in the GFCM Sub-regional Technical Unit in the Adriatic (based in Split, Croatia). The incumbent is expected to provide office support to the Fishery Officer based in Split, to the Sub-regional Technical Unit as well as, transversally, to other sub-regional technical units of the Commission and to GFCM Secretariat in Rome.
Main Purpose
The Office Assistant (GFCM) 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 (GFCM) reports to GFCM Fishery Officer (based in Split), the Programme Officer and the Programme Associate, and receives guidance from the latter.
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 (GFCM) 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, place and screen telephone calls 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 financial/travel/human resources systems.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff 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 (proficient - level C) of English.
IT Skills: 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 communication and documentation standards (including file management in cloud repositories).
• Good knowledge of standard office procedures.
• Experience with computerized financial/personnel/travel systems
Desirable Qualifications and Skills
• Experience in the organization of meetings and travel arrangements.
• Limited knowledge (intermediate - level B) of French.
• Very good drafting skills for the preparation of official correspondence and communications and ability in formatting documents of various nature.
• Good organizational skills and ability to prioritize tasks; initiative and ability to work under pressure to tight deadlines in a team environment.
• Familiarity with budget monitoring and forecasting using Excel.
This vacancy is archived.