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 the Legal Counsel ensures that the Organization's activities are carried out in accordance with its Constitution and the other Basic Texts of the Organization, in a manner consistent with its status as an inter-governmental organization of the United Nations system, and that its relationships with governments, organizations and individuals are on a sound legal basis.
This position is located in the Front Office of the Legal Counsel at FAO headquarters in Rome, Italy.
Main Purpose
The Office Assistant performs a limited number of routine office support duties contributing to the timely and effective accomplishment of administrative transactions and office activities 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.
Supervision received provides for close technical and procedural guidance and for on-the-job learning opportunities.
Working Relationships
The Office Assistant interacts with a limited variety of colleagues from within the immediate work unit to exchange routine information and provide standard office support services.
Key Functions/Results
• Sort, register and route correspondence, type and format routine documentation, tables, reports, etc.
• Receive and direct telephone calls and visitors; respond to routine inquiries and/or refer to appropriate contacts.
• Enter, retrieve, structure and update selected information and data from easily accessible 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.
• Upon instructions, initiate basic transactions in the computerized financial/travel/human resources systems.
• Support the organization and administration of meetings, workshops and events.
• Perform other duties as required.
Impact Of Work
The Office Assistant participates as part of a team in the provision of routine administrative and office support services. Actions affect the immediate clients served. The impact of work usually does not go beyond the individual work assignment.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: One year 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
• Basic knowledge of communication and documentation standards
• Experience in multitasking against tight deadlines.
• Proven capacity to handle sensitive and/or highly confidential information in an appropriate manner.
Desirable Qualifications And Skills
• Working knowledge (proficiency - level C) OR Intermediate knowledge (intermediate proficiency - level B) of one of
the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish).
• Experience in processing, drafting, editing, proofreading and finalizing for signature/approval a variety of legal
documentation, reports, correspondence and other communications.