Office Assistant

Hanoi

Organization: FAO - Food and Agriculture Organization of the United Nations
Location: Hanoi
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Administrative support
- FAVIE
Closing Date: Closed

21012101

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The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments

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FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase

All applications will be treated with the strictest confidentiality

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Main Purpose

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Office Assistant reports to a Senior Professional Staff / Manager and may receive guidance from a Senior Staff (to be adapted in the VA if necessary). The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

• Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;

• Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;

• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;

• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;

• Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;

• Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required;

• Create and maintain the work unit's filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;

• Perform other duties as required.

Impact Of Work

The incumbent's work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the provision of office support services for successful achievement of the organizational unit's mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education\: Secondary School Education

Experience\: Four years of relevant experience in office/ management support work

Languages\: Working knowledge (Level C) and limited knowledge of a second FAO official language

IT Skills\: Very good knowledge of the MS Office applications, Internet and office technology equipment

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

• Extent and relevance of experience in the field of office management and administration;

• Familiarity with UN administrative, operational and financial procedures is an asset;

• Ability to plan and guide the work of others and work under pressure and within tight deadlines;

• High level of computer literacy and high proficiency in word processing and in spreadsheets (MS applications), internet and office technology

• Working knowledge of Vietnamese

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FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

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This vacancy is now closed.
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