Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The Governing Bodies Servicing (CSG) hosts the Secretariat of the Conference and the Council and supports the Secretariats of all other Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization and sustains liaison and communication with Members

The post is located in the Meetings Services branch (CSGM), which carries out the scheduling and programming of all physical, virtual and hybrid meetings of the FAO Governing and Statutory Bodies, FAO corporate events, informal meetings, and other meetings. It is responsible for overseeing and supporting the planning and provision of logistical and audio-visual facilities for the conduct of such meetings.

The position is located in CSG 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 Conference Officer and receives guidance from a higher graded Office Assistant.

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 and direct telephone calls and visitors; screen and send e-mails; 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, including an e-book for signatures.
•     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 (proficiency - level C) of English.
IT Skills: Knowledge of 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

•     Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
•     Experience in programme support and business operations areas; planning, budgeting, financial reports preparation, expenditure forecasting, and general administration.
•     Experience in direct collaboration and support of the country/field offices is desirable; certification course/programme in supply chain management, business administration, finance and accounting
•     Advanced knowledge of MS Excel.
•     Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.
•     Familiarity and experience in supporting meetings in an intergovernmental environment.
•     Familiarity with rules, regulations, statutory and legal instruments of FAO, in particular those pertaining to the establishment, functioning and procedures of Governing Body meetings is considered an asset.