Organizational Setting
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established in October 1945 with the objective of eliminating hunger, improving nutrition and standards of living by increasing agricultural productivity. FAO contributes to the achievement of the 2030 Agenda through its 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. Accordingly, FAO complements the efforts of governments and technical agencies in programs for developing agriculture, forestry, fisheries, land and water resources. It also carries out research; provides technical assistance on projects in individual countries; operates educational programs through seminars and training centres; maintains information and support services, including keeping statistics on world production, trade, and consumption of agricultural commodities; and publishes a number of periodicals, yearbooks, and research bulletins headquarters are in Rome, Italy and the organization has more than 180 members with offices throughout the world
Reporting Lines
The Office and Administration Assistant will work under the overall supervision of the FAO Representative (FAOR) in Botswana and the direct supervision of the Assistant FAO Representative – Admin (AFAOR-A) Botswana.
He/she acts independently on 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.
Technical Focus
The Office and Administration Assistant performs a wide range of routine administrative and control functions in direct support of the FAO Representative in Botswana and to the administrative function of FAO in Botswana.
Tasks and responsibilities
The Office and Admin Assistant will work under the overall supervision of the FAO Representative (FAOR) in Botswana and the direct supervision of the Assistant FAO Representative – Admin (AFAOR-A) Botswana. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.
• Receive, screen, file, distribute, draft, format and monitor incoming and ongoing correspondence and documentation; select and abstract pertinent material for supervisor’s review; identify complex and sensitive material for special treatment; review ongoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system.
• Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units within and outside FAO.
• Manage the calendars of the FAO Representative and Assistant FAO Representative; schedule appointments; brief the FAOR and Assistant FAOR on matters before meetings and trips.
• Type and formats reports, presentations, publications, and other documentation material for the FAOR and for the Assistant FAOR.
• Maintain control of records and files; follow-up on deadlines to supervisor and officers for their action.
• Receive and accompany visitors of the FAO Representative/country office.
• Make travel arrangements: organize transport, logistics, accommodation, documents
• Organize meetings and events held in the country, by arranging for meeting facilities, equipment, catering, travel, logistics, etc; prepare correspondence and assemble documents for participants; provide administrative and secretarial support during the meetings.
• Ensure availability of office supplies and appropriate maintenance of office equipment.
• Take minutes at the supervisors’/office’s internal and/or official meetings.
• Receive, document and process in the GRMS System invoices from suppliers after verifying accurateness in compliance with payment SOP.
• Receive, screen, file, distribute, draft, format and monitor incoming and ongoing correspondence and documentation; select and abstract pertinent material for supervisor’s review; identify complex and sensitive material for special treatment; review ongoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system.
• Assist in maintaining the country office BCP as well as its security focal point in close contact with the UNDSS Local Field Security Assistant
• Perform other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• Diploma in Business Administration, Social Sciences or Fields Related to Office Management, Professional Communication, Protocol and General Administration.
• At least 3 years of relevant experience in providing executive office support and administrative support to a business unit.
• Working knowledge (Level C) of English
• National of Botswana or resident in the country with a valid work permit.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Knowledge of communication and documentation standards.
• Very good knowledge of the corporate computerized financial / travel / human resources systems procedures and policies.
• Knowledge of organisational Structure.
Selection Criteria
• Knowledge of the MS Office applications, Internet and office technology equipment.
• Bachelor’s degree in Business Administration, Social Sciences or Fields Related to Office Management, Professional Communication, Protocol and General Administration will be an added advantage.