IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
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, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.
The post is located in the Office of the Deputy Director-General (DDCS) at FAO Headquarters.
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.
The Office Assistant reports to the Executive Associate in the office of the Deputy Director-General. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received is focused on the quality of the work performed and provides for on-the-job learning. 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 and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).
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
- Good knowledge of the organizational structure
- Ability to work under high level of confidentiality
- Excellent writing skills in English
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