Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located
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
The two positions are located in the FAO's Subregional Office for SEC which is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO's Regional Office for SEC.
The Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Under the overall supervision of the FAO Sub-regional Coordinator [and the direct supervision of the Senior Policy Officer], the Office Assistant operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning. He/ she provides guidance and advice to other office support staff. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.
- Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
- Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
- Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
- Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
- Initiate general administrative tasks in the computerized financial / travel / human resources systems;
- Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
- Provide assistance in the administrative processing of vacancy announcements and consultants' contracts;
- Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files;
- Perform other duties as required.
Impact Of Work
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education: Secondary School Education
Experience: Three years of relevant experience in office support work
Languages: Working knowledge (Level C) of English
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment
- Results Focus
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Good knowledge of communication and documentation standards
- Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
Desirable Qualifications And Skills
- Ability to work with multiple Supervisors; Working knowledge of Russian will be an asset
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.
FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency