Organizational Setting
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
The Global Alliance Against Hunger and Poverty (GAAHP) initiated under the G20 Presidency of Brazil aims at providing sustained, high-level political impetus to eradicate poverty, hunger, and malnutrition worldwide. Under the Alliance, a Policy Basket will provide a menu of policy instruments proven to have a positive impact on reducing hunger, food insecurity, malnutrition, and poverty that can be adapted to national or subnational contexts, and whose adaptation and implementation can be supported, upon the request of a Global Alliance member.
These policy interventions will be supported through a combination of three pillars: i) a National Pillar for domestic policy and programme implementation and/or direct country-to-country support and lesson sharing; ii) a Financial support pillar for multilateral and bilateral funding, development finance, innovative financial mechanisms, climate funding, philanthropy and others; and iii) a Knowledge pillar where institutions offer technical assistance and cooperation, capacity building and knowledge sharing. Global Alliance member can both provide and request support for any of these components.
The Global Alliance is implemented through a Support Mechanism hosted by FAO to create synergies and leverage technical expertise of the UN Development System and its existing footprint of UN agencies, funds and programmes. The Support Mechanism will consist of:
• a Rome Office based at FAO that will focus on the knowledge and finance pillars;
• three Global South Offices in Brasilia, Addis Ababa and Bangkok that will focus on the national and knowledge pillars; and
• a Washington Office that will focus on the finance pillar and relevant technical expertise and contributions by the International Financial Institutions (IFIs).
All five offices will work under the overall leadership of the Director of the Support Mechanism of the Global Alliance who will lead the Support Mechanism on delivering the priorities established by the Global Alliance Against Hunger and Poverty in accordance with FAO’s rules and procedures. This Support Mechanism shall remain autonomous from the hosting organization as an independent mechanism that will follow the mandate and approach contained in the Global Alliance Against Hunger and Poverty´s Terms of Reference and Governance Framework as well as the guidance from the Board of Champions and Core Group of the Global Alliance.
This position belongs to the Rural Transformation and Gender Equality Division, ESP, and hosted at the Institute for Applied Economic Research (IPEA) in Brasília, Brazil.
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 one or more professional staff and receives guidance from the GAAHP Programme Assistant based in Brasilia, Brazil.
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 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 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
• Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• Ability to develop and maintain plans for key office support and general administrative processes (human resources, travel and procurement, and finance).
• Experience in direct collaboration and support of the country/field offices is desirable.
• Advanced knowledge of MS Excel.
• Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.