Food and Agriculture Organization
tendersglobal.net
Job Description
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Description
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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 Officer, ESN. 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/financial/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.
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 (proficient – level C) of English.
IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment.
Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2402894
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Experience: Three years of relevant experience in office support work.
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