Organizational Setting

The Forestry Division (NFO) leads FAO's work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. It liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issues and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects, analyses and disseminates information on the world's forest resources and on the production, trade and consumption of wood and non-wood forest products.

The project 'Knowledge for Action in implementing the Great Green Wall' has the objective to enable sustainable and inclusive land management and improved rural livelihoods in support of the implementation of the Great Green Wall (GGW) initiative, focusing primarily on the eleven countries that are members of the Pan African Agency of the GGW.

The post is located in the Forestry Division (NFO) at FAO headquarters in 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 the Senior Forestry Officer (Project Coordinator), NFO.
He/she acts independently on routine matters and consults with his/her 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.

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

 
Desirable Qualifications And Skills

•    Working knowledge (proficient - level C) of French.
•    Knowledge of FAO's programme in support of the Great Green Wall implementation.
•    Knowledge of FAO rules and procedures for recruitment and selection processes of the affiliate workforce (NSHR).
•    Experience in the organization of meetings and workshops.
•    Experience in direct collaboration and support of the country/field offices.
•    Knowledge of and experience with trust-funded project activities.
•    Ability to plan, organize and establish priorities for own work.