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Office Assistant

Ankara (Turkey)

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Ankara (Turkey)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2020-11-06

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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

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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 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.

Main Purpose

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.

Supervision Received/Exercised

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.

Working Relationships

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.

Key Functions/Results

  • 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.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

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

Competencies

  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement

Technical Skills

  • 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

Assessment

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

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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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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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