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.

PSS coordinates FAO's efforts towards fulfilment of its Strategic Objectives and the Sustainable Development Goals (SDGs) via its projects and field programme. The Director, PSS, leads the Organization's work in oversight and monitoring of projects; project cycle management; management of the Technical Cooperation Programme (TCP); due diligence research and risk assessment review of partnerships with non-state actors; and the development and support to new operational modalities.

The position is located in the Project Support Division (PSS) 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 a Senior Programme Officer in PSS and receives guidance from a higher graded General Service Staff member within the division.
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 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 providing office and administrative support to major programme-related activities, including multi-stakeholder coordination and follow up
•     Demonstrated problem-solving and communications skills, using resilience and adaptation, during peak work periods to ensure continuity and accuracy.  
•     Ability to develop and maintain planning tools for administrative and workplan implementation workflows, including tracking sheets, Excel workbooks, and follow-up systems.
•     Good knowledge of protocol, meeting organization and logistical arrangements, to assist planning and implementation of virtual, in-presence and hybrid events.