Office Assistant

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

Reporting Lines

The incumbent will report to the FAO Representative.

Tasks and Responsibilities

Working under the overall supervision of the FAO Representative in Botswana (FRBOT) the incumbent will perform the following tasks:

• Receive, screen, file, distribute, draft, format and monitor incoming and ongoing correspondence and documentation; select and abstract pertinent material for supervisor’s review; identify complex and sensitive material for special treatment; review ongoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system.
• Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units within and outside FAO.
• Manage the calendars of the FAO Representative and Assistant FAO Representative; schedule appointments; brief the FAOR and Assistant FAOR on matters before meetings and trips.
• Type and formats reports, presentations, publications, and other documentation material for the FAOR and for the Assistant FAOR.
• Maintain control of records and files; follow-up on deadlines to supervisor and officers for their action.
• Perform protocol liaison activities with the Host Government.
• Receive and accompany visitors of the FAO Representative/country office.
• Make travel arrangement.
• Organize meetings and events held in the country, by arranging for meeting facilities, equipment, catering, travel, logistics, etc; prepare correspondence and assemble documents for participants; provide administrative and secretarial support during the meetings.
• Take minutes at the supervisors’/office’s internal and/or official meetings.
• Handle communication to increase the visibility of work on FAO on social media (Facebook & Twitter), contributes to outreach activities, campaigns and events (World Food Day, UN Day, International Day of Forest, etc.).
• Arrange media briefings and interviews for FAOR and other FAO Botswana staff (AFAOR, Project Coordinators and Managers).
• Ensure adequate supply of promotional materials to promote visibility of the work of the FAO.
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED BASED ON THE FOLLOWING:

Minimum requirements

• Education: Completion of secondary school education, with at least “O” level, university degree is considered as an asset; training in communication and/or office management, computer literacy, etiquette and/or general administration.
• Work Experience: At least 2 years of progressively responsible working experience in the field of administration and communication, experience in UN system is an asset.
• Working knowledge (Level C) of English and working knowledge of the local language (Setswana) is required.
• National of the Republic of Botswana

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• 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

• Other; Ability to effectively use standard office software (MS Office). Ability to organize work systematically, set priorities and meet deadlines. A cooperative spirit, flexibility and openness to work in an international environment. Utmost tact, discretion, courtesy and trustworthiness are essential attributes.

Assessment

• Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

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Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.