Office Assistant

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 Infrastructure Services (CSLI) within the Logistics Division (CSL) are responsible for the maintenance of the headquarters premises and for providing services to FAO employees. CSLI also assists FAO Decentralized Offices in facilities maintenance, technical projects, infrastructure activities and technically innovative systems to reduce their carbon footprint. CSLI also coordinates the special safety projects funded by the Italian Government, which involves upgrading the headquarters buildings to the current safety norms. In addition, it drives the implementation of Corporate Environmental Responsibility Strategy within headquarters and Decentralized Offices.

The post is located in the Infrastructure Services (CSLI) in FAO headquarters, Rome, Italy.

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 a Programme Officer and receives guidance from a senior Office Assistant. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.

Working Relationships

The Office Assistant interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.

Key Functions/Results

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
• Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
• Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
• Set up and maintain office files and reference systems according to standard procedures.
• Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems.
• Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities).
• Assist with arranging for travels: organize transport, logistics, accommodation, documents.
• Ensure availability of office supplies and appropriate maintenance of office equipment.
• Perform other duties as required.

Impact Of Work

The Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education.
Experience: Two 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

• Knowledge of the communication and documentation standards.
• Knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Knowledge of the organizational structure.

Desirable Qualifications and Skills

• Working knowledge (proficient - level C) of another official FAO language (Arabic, Chinese, French, Russian, Spanish).
• Limited knowledge (intermediate – level B) of Italian.
• Experience with finance/budget-related support work; maintenance of accounts and processing of procurement/finance/budget-related transaction.

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