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 Forestry Division (NFO) leads FAO's work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. Staff of the Division liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issues and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects analyses and disseminates information on the world's forest resources and on the production, trade and consumption of wood and non-wood forest products.
The Forest and Farm Facility (FFF) team is a partnership between FAO, the International Institute for Environment and Development (IIED), the International Union for Conservation of Nature (IUCN) and AgriCord, managed within NFO and supported under an umbrella programme and of FAO in Rome. FFF is a proven delivery mechanism to sustain Climate Resilient Landscapes and Improved Livelihoods at a very practical level through support to governments and forest and farm producer organizations in countries in Latin America, Africa and Asia.
The FFF empowers the Forest and Farm Producer Organizations (FFPOs), with special focus on gender equality, indigenous peoples and youth, to achieve four interconnected outcomes: increase their linkage and participation in policy advocacy; improve their technical and business capacities to develop enterprises and to access finance in order to achieve sustainable livelihoods; develop technical and organizational solutions which both mitigate and help their adaptation to climate change in their own landscapes; and provide better social and cultural services to their Members.
The position is located in the Forest and Farm Facility (FFF) team of the Forestry Division (NFO) at FAO headquarters in Rome, Italy.
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 the FFF Manager and receives guidance from a higher graded Programme Assistant.
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
• Working knowledge (proficiency - level C) of French or Spanish is desirable.
• Experience in preparation of contractual arrangements (e.g. Letters of Agreement, Direct Beneficiary Grants (DBGs)) with UN service providers.
• Good knowledge of Excel and budgetary tools.
• Experience in travel arrangements and support in meetings/workshops organization is highly desirable.
• Experience in assisting project implementation.
• Experience in drafting high level correspondence.