Office Assistant

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• 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 Members 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 FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, 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
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Regional Office for Europe and Central Asia (REU) 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. REU 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. 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 position is located in the Regional Office in Budapest, Hungary.

Reporting Lines

The incumbent will report directly to one or more Officers as assigned and overall report to the Regional Representative.

Technical Focus

The incumbent will provide responsible secretarial and programme support as follows.

Tasks and responsibilities

• Assist in the organization of technical workshops, and international meetings, including webinars held within and outside the Office, including logistic aspects, drafting and dispatching invitation letters, overseeing visa arrangements, arranging travel and providing support at the meetings, etc;
• Assist in the recruitment of consultants according to FAO rules and regulations, using the corporate recruitment system TALEO, including preliminary review of the applications, performing functions of Secretary in interview panels and preparing minutes of the interview meetings for the recruitment procedure;
• Assist with procurement of products and services, as well as preparation and implementation of Letters of Agreement;
• Assist in travel arrangement for field missions and technical events, prepare and submit claims for technical support and assistance on behalf of the Officers;
• Maintain, log, file update records in prescribed format for subsequent use; maintain and keep current files on status of projects (FPMIS);
• Assist in daily office duties, including reporting, routine office duties and correspondence, including translations;
• Collect data and other information on development and /or subject-matter activities of the country or area; process and examine the information and data in accordance with instructions received, making necessary abstracts and computations;
• Collect and prepare background material, working papers and tables for briefing and review by the supervisor; organize and schedule meetings, take minutes and notes;
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Completed secondary school education, university degree is an asset.
• One year of relevant experience in secretarial and clerical/programme work and experience in record-keeping and processing of information;
• Working knowledge of English and/or Russian and limited knowledge of Arabic, Chinese, Spanish or French
• Nationality of Hungary or resident in the country with a regular work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to use word processing equipment and other computer software;
• Possess initiative, courtesy and ability to work harmoniously with people of different national and cultural background;
• Respect the principles of the United Nations Charter and FAO's Mission Statement.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.