Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The International Plant Protection Convention (IPPC) is an international agreement on plant health with 185 contracting parties, and 10 regional plant protection organizations, which aim to protect the world's cultivated and wild plants by preventing the introduction and spread of plant pests. The IPPC is governed by the Commission on Phytosanitary Measures (CPM). The IPPC Secretariat is hosted by FAO within the Plant Production and Protection Division (NSP) and supports the development and implementation of policies and activities of the CPM and carries out such other functions as may be assigned. One of the main functions of the Secretariat is to facilitate the implementation of the Convention as well as the development and implementation of International Standards for Phytosanitary Measures (ISPMs) to fulfil the IPPC's mandates. The IPPC Secretariat developed, maintains and implements the IPPC ePhyto Solution, a global electronic system that enables National Plant Protection Organizations (NPPOs) to issue, exchange and receive harmonized electronic phytosanitary certificates in a secure, standardized and interoperable manner, in line with International Standards for Phytosanitary Measures.
 

The position is located in the Plant Production and Protection Division (NSP), 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 reports to the Programme Officer/Team Leader of the Implementation and Facilitation Unit. The incumbent operates independently, makes decisions on work priorities and exercises initiative in dealing with cases without precedents. Supervision received is focused on the quality of work output. He/she provides support to other office assistants.
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 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 communication and documentation standards.
•     Knowledge of corporate computerized financial/travel/human resources systems and administrative procedures
   and policies.
•     Knowledge of organizational structure.

Desirable Qualifications And Skills

•     Experience in travel arrangements and support in the organization of large international meetings, events, workshops and training workshops through direct collaboration with country/field offices.
•     Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (French Arabic, Chinese, Russian or Spanish).
•     Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
•     Good planning and organizational skills
•     Familiarity with FAO inhouse clearance procedures for official documents and agreements, including formatting of various documents according to FAOSTYLE.