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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
• 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 Fisheries Division is responsible for the economic, social, institutional, governance and policy aspects of FAO's activities related to fisheries and aquaculture and their development, with particular emphasis on human well-being, food security and poverty reduction; post-harvest utilization, marketing and trade with due regard to the protection of the environment, food security and the well-being of fishing communities; collection, compilation, validation, trend analysis and dissemination of the best available and up-to-date fishery statistics and for the syndication of the FAO information on all aspects of world fisheries and aquaculture. The Equitable Livelihoods Team is in particular responsible for supporting sustainable small-scale fisheries, inland fisheries and socio-economic development, in particular social protection and decent work. The team operates at the global level, but has currently a particular emphasis on activities in Africa.
The post is located in the Equitable Livelihoods Team (NFIFL), in the Fisheries Division at FAO Headquarters.
The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
The Office Assistant reports to the Senior Fishery Officer, Team Leader of the Equitable Livelihoods Team and may receive guidance from a Senior Office Associate. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.
The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office and management support services, and providing procedural guidance and information.
- Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
- Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
- Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
- Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
- Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required;
- Create and maintain the work unit's filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;
- Perform other duties as required.
Impact Of Work
The incumbent's work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the provision of office support services for successful achievement of the organizational unit's mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education: Secondary School Education
Experience: Four years of relevant experience in office/management 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: Very good knowledge of the MS Office applications, Internet and office technology equipment
- Results Focus
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Very good knowledge of communication and documentation standards
- Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
- Very good knowledge of the organizational structure
Desirable Qualifications and Skills
- Knowledge of MS-Teams, SharePoint, Zoom
- Consolidated experience in the organization workshops at HQs and in the field
- Knowledge of Letters of Agreement procedures
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