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Office Assistant

Santiago (Chile)

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Santiago (Chile)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2020-12-08

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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 Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with departments and divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The post is located in Santiago, Chile..

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

The Office Assistant reports to the Coordinator of the Regional Initiative 3 in RLC and receives guidance from a senior 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.

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 Spanish and limited knowledge (Level B) 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

  • Good knowledge of the organizational structure
  • Ability to plan proactively, guide and follow up on the work of others and work under pressure on multitasks simultaneously and within tight deadlines
  • Working knowledge (Level C) of English, and Limited Knowledge (Level B) of French will be considered an asset
  • Familiarity with UN administrative, operational and financial procedures is 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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