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Office Assistant

Rome

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Rome
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

21012101

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 Members and persons 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.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.


Organizational Setting


The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
The Office of Strategy, Programme and Budget (OSP) advises the Director-General on strategic and policy matters related to the Organization's objectives, results-based programmes, and budgets for all sources of funds; leads the development of policies and procedures on results-based management, FAO country programming frameworks, internal control and risk management; coordinates the preparation of the Organization's strategic, programme and budget plans; and manages allocation of resources, and monitors and reports on corporate programme and budget implementation to help ensure effective and efficient achievement of results.

The position is located in OSP at FAO headquarters in Rome, Italy.

Under the general supervision of the Deputy Director, OSP, and the direct supervision of a higher graded Programme Assistant, the incumbent will contribute to the smooth running of activities of the office, including supporting the preparation of Governing Bodies documentation, administration of consultants and HR management functions, office maintenance and logistics.

Main Purpose


The Office Assistant performs a 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 Deputy Director, OSP and receives guidance from a higher graded Programme Assistant. 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 interacts with a variety of colleagues from within the work unit and with immediate clients with 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 (proficient - level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

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.
• Experience with maintaining office files and reference systems according to standard procedures.
• Effective time management and organizational abilities.

Desirable Qualifications and Skills


• Good knowledge of the organizational structure.
• Demonstrated experience with Excel.
• Working knowledge (proficient - level C) of at least a second official language of the Organization.
• Experience with monitoring leave records of personnel and supporting the logistical and office space functions.

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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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This vacancy is now closed.
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