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.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
The Plant Production and Protection Division (NSP) enables the transition to MORE efficient, inclusive, resilient and sustainable plant production and protection through optimization and minimization. This requires the integration and harmonization of all appropriate crop production policies and practices in order to increase production in a sustainable manner in order to eradicate hunger while preserving the natural resources and environment for future use.
The post is located at FAO headquarters in Rome, Italy, in the Locusts and Transboundary Plant Pests and Diseases Team (NSPMD), one of the six teams in the Division. NSPMD provides advice, technical support and guidance to countries on the sustainable management and control of transboundary plant pests and diseases and locusts.
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 a higher graded Office Assistant. 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.
• 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
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;
• 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) (preferably French);
• Good knowledge of meetings' organization, including preparation of invitation letters, arrangement of logistics at headquarters and in the field;
• Demonstrated experience with and knowledge of the procedures and tools for organizing and administratively managing travel of staff, consultants and non-staff travellers;
• Knowledge of procurement regulations and processes to raise purchase requisition and purchase orders;
• Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance;
• Knowledge of Publication Workflow System (PWS) to upload documents on websites.