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 FAO Liaison Office with the United Nations in New York (LON) has a lead responsibility in developing and implementing policies that enhance FAO's cooperation with the UN system, capitalizing on synergies between our work and that of other UN bodies, agencies, funds and programmes, and of Members.
In doing so, LON supports decision-making processes carried out at FAO headquarters in relation to developments in the UN system, mainly by representing FAO at working and coordination meetings, liaising with permanent delegations to the UN in New York, and establishing partnerships with relevant institutions in the New York area.
The post is located in the FAO Liaison Office with the United Nations in New York (FAOLON) that was established on 16 March 1956.
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 Administrative Officer, LON, works closely with the Office Associate, and under the overall supervision of the Director, LON.
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 on 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 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 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
• Secretarial skills in implementing logistics and making administrative arrangement for meetings, seminars and events, etc.
• Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
• Previous experience in front desk operations and visitor support.
• Proficiency in inventory management, including asset tracking, maintenance and safeguarding.
• Experience in database management, including updating records on SharePoint and maintaining archives.
• Ability to serve as a reliable backup for the Office Associate.
• Previous experience in event management.