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. 
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations. 
The FAO Investment Centre (CFI) provides investment and finance solutions that lead to more efficient, sustainable, inclusive and resilient agrifood systems. Working in over 120 countries, the FAO Investment Centre (CFI) provides a full suite of investment and finance support to FAO Members. It partners with governments, international and national financing institutions, the private sector and farmers, research institutions and academia to improve the quality and quantity of agrifood investment. The Centre's four main areas of work include support to strategic investment planning and policy, public investment, private investment, and innovative finance. These are complemented by the innovation - knowledge for investment and capacity development for investment programmes that serve to share knowledge, learn and build capacities at country level. For additional information on the FAO Investment Centre, its activities, partners and the organizational structure please visit the following link.
The post is located in the East and Southern Africa (CFIA) of the FAO Investment Centre (CFI) at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant performs a large 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 one or more professional staff and receives guidance from a senior Office Assistant staff. 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 usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

•     Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
•     Provide office, protocol, 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 general administration, procurement, finance, travel, human resources system.
•     Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
•     Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce 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 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 (proficiency - level C) of English.
IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment.

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 administration, procurement, finance, travel, human resources systems and administrative procedures and policies.
•     Good knowledge of the organizational structure.

Desirable Qualifications And Skills

•     Experience in proof-reading and formatting Terms of Reference and Assignment Summary Reports.
•     Good knowledge of consultant recruitment and travel procedures.
•     Good knowledge of LoAs procedures and processing of Purchase Orders (POs).
•     Ability to draft correspondence to cooperating partners.
•     Experience in coordinating administrative matters with country offices and external partners.
•     Good capacity for working on multiple assignments at the same time while observing short deadlines.
•     Working knowledge (proficiency - level C) of French is considered an asset