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 into 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 Partnerships and UN Collaboration Division (PSU) is FAO's hub to ensure rights-based and sustainable development for all, leaving no one behind. PSU builds transformative partnerships and proactively engages with key stakeholders, including family farmers, Indigenous Peoples, parliamentarians, academia, research institutions, UN organizations and civil society. PSU drives a people-centred approach through technical support, capacity development, policy advice and inclusive dialogue. All of this contributes to enhance countries' capacity to end hunger, malnutrition and poverty and achieve more inclusive and sustainable agrifood systems, with and for the people. 
The position is located in the Indigenous Peoples Unit (PSUI) of the Partnerships and UN Collaboration Division, 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 the Senior Advocacy Officer, Head of the PSU Indigenous Peoples Unit (PSUI) and receives guidance from the Office of the Director, PSU. He/she acts independently in routine matters. Supervision received focuses 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.

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

Desirable Qualifications And Skills

•     Experience in the organization of meetings.
•     Experience in operating service and consultancy contracts, as well as letters of agreements.
•     Working knowledge (proficiency - level C) of Spanish is considered an asset.
•     Knowledge and familiarity in working in diverse cultural contexts, including with Indigenous peoples, is considered an asset.