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 Deputy Director-General for Natural Resources and Sustainable Production (DDCN) oversees divisions, centres and offices responsible for Climate, Biodiversity, Environment; Forestry; Fisheries and Aquaculture and Animal Production and Health, Zoonoses and antimicrobial resistance, and nuclear techniques in agriculture. It coordinates the coherent use of FAO's diverse technical expertise in the sustainable management of natural resources in the above fields and ensures overall coherence on implementation of the Agenda 2030 and UN Reform Matters.

The position is located in the Immediate Office of the Deputy Director-General, Natural Resources and Sustainable Production, (DDCN) 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 Executive Associate.
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

•     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 providing office support to major programme-related activities.
•     Prior experience in a Front Office of an office that typically handles sensitive and/or confidential information.
•     Prior experience in managing large volumes of emails.
•     Ability to work under pressure and make progress on multiple tasks simultaneously.
•     Good knowledge of MS Excel and SharePoint.
•     Experience in assistance to governing bodies and large corporate meetings/events.
•     Tact, courtesy and ability to establish and maintain good working relationships with people of different cultural and national backgrounds.