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. It 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 position is located in the Forest Monitoring and Data Platforms Team (FMDP) within the Forestry Division (NFO) at FAO headquarters in Rome, Italy.
Main Purpose
The Office Assistant performs a large 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 Forestry Officer/Team Leader of the Forest Monitoring and Data Platforms Team (FMDP). He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.
Key Functions/Results
• Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
• Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Initiate general administrative tasks in the computerized general administration, procurement, finance, travel, human resources system.
• Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.
• Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Perform other duties as required.
Impact Of Work
The incumbent's work impacts the timely and efficient delivery of office support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficiency - level C) of English.
IT Skills: Good knowledge of 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
• Very good knowledge of communication and documentation standards.
• Very good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.
• Very good knowledge of the organizational structure.
Desirable Qualifications and Skills
• Working knowledge (proficiency - level C) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
• Experience in supporting administration for technical projects.
• Extent of knowledge of procurement processes and contractual instruments, including Letters of Agreement.
• Experience in organizing online and in presence meetings and large conferences, both at FAO headquarters and in Decentralized Offices.
• Ability to plan and guide the work of others, work under pressure and within tight deadlines.