Office Assistant

Organizational Setting

FAO General Fisheries Commission for the Mediterranean (GFCM), established under the provisions of Article XIV of FAO constitution, was approved by the FAO Conference in 1949 and entered into force in 1952. Consisting of 23 Member countries along with the European Union, the objectives of GFCM are to promote the development, conservation, rational management and best utilization of living marine resources, as well as the sustainable development of aquaculture in the Mediterranean, Black Sea and connecting waters.

The Secretariat of GFCM, which reports directly to the Office of the Assistant Director-General of the Fisheries and Aquaculture Department, operates in its own premises at Palazzo Blumenstihl (1, Via Vittoria Colonna ' 00193 Rome, Italy).

The Office Assistant supports the administrative/logistic work of GFCM sub-regional office in Burgas, Bulgaria.

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 one or more professional staff and receives guidance from a higher graded Office Assistant/ Executive Associate He/she acts independently in routine matters and consults with 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, screen and direct telephone calls and visitors; 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;

• 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;

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

Experience\: Two years of relevant experience in office support work

Languages\: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).

IT Skills\: Knowledge of the MS Office applications, Internet and office technology equipment

• Knowledge Sharing and Continuous Improvement

Technical Skills

• Knowledge of the communication and documentation standards

• Knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

• Knowledge of the organizational structure

Desirable Qualifications And Skills

• Experience in the organization of meetings

• Experience in logistic arrangements for field activities