National Office Assistant

Mbabane

Organization: FAO - Food and Agriculture Organization of the United Nations
Location: Mbabane
Grade: Consultancy - Consultant - Contractors Agreement
Occupational Groups:
- Administrative support
- FRSWA
Closing Date: Closed

___________________________________________________________________________________________________________________

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
____________________________________________________________________________________________________________________

Qualified female applicants and qualified nationals of non-and under-represented member countries are encouraged to apply.

Persons with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidence.
___________________________________________________________________________________________________________________

Organizational Setting

FAO is supporting sustainable agriculture through interventions that improve agricultural production in Eswatini.

Reporting Lines

The incumbent shall be under overall supervision of the FAO Representative for Eswatini (FAOR), the direct supervision of the Assistant FAOR/Programmes.

Technical Focus

An Office Assistant is being recruited as part of the administrative support staff for the Projects within the local FAO Offices. Under the direct guidance of the Assistant FAO Representative/Programmes. The Office Assistant will contribute to the project implementation by providing the necessary administrative and secretarial technical support to ensure the effective functioning of the office and representation office.

Tasks and Responsibilities

Provide administrative and secretarial support to the project staff and other professional staff of the projects.
Initiate and coordinate preparation of agenda and necessary documentation for meetings as well as workshops, conferences and seminars.
Manage the appointments diary and schedule for Head-of-Office / AFAOR
Maintain a filling system for the office in accordance with established classification systems.
Assist in organising scheduled meetings for the project senior staff.
Assist in the follow up on the submission of reports and other documentations from implementing partners and stakeholders.
Receive and make calls and maintain telephone address directory of frequently called persons
Make bookings and travel arrangements for staff and technical advisers
Type documents and reports, etc.
Keep diary of appointments for the AFAOR and the project advisers
Participate in activities such as workshops, community meetings, etc. and prepare reports of proceedings, if needed
Provide assistance with budget preparations and revisions
Provide assistance with preparation of work plans and progress reports
Perform any other duties that may be assigned from time to time.
Prepare time sheets for staff daily attendance.
Facilitate Travel Expenses Claim (TEC’s)

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Successful completion of high school certificate
Tertiary certificates in Secretarial Studies
The candidate must have at least 5-7 years minimum working experience similar duties.
Proficiency in current office software applications (MS Word, Excel, Power Point, MS Access)
National of Eswatini or resident with a work permit.

FAO Core Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement

Technical/Functional Skills
Relevance of academic qualification.
Proven work experience track record at higher level.
Level of working languages (English essential).
Extent of relevant experience
Integrity, cultural sensitivity / valuing diversity, commitment to the organization and its mandate.
Job knowledge / technical expertise in office Management
Good organizational and planning skills
Team player, Performance management
Self-management / emotional intelligence
Effective communication
Results orientation / commitment to excellence
Knowledge sharing and continuous learning
Excellent interpersonal skills
Fluency in oral and written English and Siswati