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 Office of Climate Change, Biodiversity and Environment (OCB) works to ensure that countries and stakeholders respond to the challenges of climate change, biodiversity loss, and environmental degradation. OCB provides a cross organizational coordination role on issues related to climate change, biodiversity and the environment and is the focal point to major multilateral environmental agreements including the United Nations Framework Convention on Climate Change Conferences (UNFCCC) and the Convention on Biological Diversity (CBD). The Office also assists FAO Members in their responses towards the interlinked challenges of food security, climate change, biodiversity loss and environmental degradation including through facilitating access to climate and environmental financing (such as the Global Environment Facility (GEF) and the Green Climate Fund (GCF)). In addition, OCB hosts the Globally Important Agricultural Heritage Systems (GIAHS) Programme, the Treaty on Plant Genetic Resources for Food and Agriculture and the Commission on Genetic Resources for Food and Agriculture as well as FAO's work on environmental safeguards
The position of the Office Assistant is located in the Climate Change Team of the Office of Climate Change, Biodiversity and Environment (OCB) at FAO headquarters in Rome, Italy and will contribute to the portfolio of projects implemented by the team.
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 Senior Natural Resources Officer, Climate Change Team Leader.
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
• At least one year of experience in FAO administrative procedures and guidelines.
• Experience in travel arrangements and support in meetings/workshops organization is highly desirable.
• Ability to meet tight deadlines and manage multiple tasks.
• Knowledge of and experience with trust funded project implementation.
• Knowledge of administrative procedures, in particular in relations to Letters of Agreement.