Office Assistant
New York City
- Organization: FAO - Food and Agriculture Organization of the United Nations
- Location: New York City
- Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
-
Occupational Groups:
- Administrative support
- LONY
- Closing Date: Closed
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.
Organizational Setting
The Liaison Office with LON is responsible for the liaison with the Government of the United States, the country's civil society and the International Organizations based in New York.
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 Senior Liaison Officer under the overall guidance of the Administrative Associate. 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 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
• Experience implementing logistics and making administrative arrangement for meetings, seminars and events, etc.
• Limited knowledge (level B) of any other FAO official language
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format
Assessment
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
_______________________________________________________________________________________
However, we have found similar vacancies for you: