Office Assistant

The FAO Investment Centre (CFI) provides investment and finance solutions that lead to more efficient, sustainable, inclusive and resilient agrifood systems. Working in over 120 countries, the Centre provides a full suite of investment and finance support to FAO Members. It partners with governments, international and national financing institutions, the private sector and farmers, research institutions and academia to improve the quality and quantity of agrifood investment. The Centre’s four main areas of work include support to strategic investment planning and policy, public investment, private investment, and innovative finance. These are complemented by the knowledge for investment and capacity development for investment programmes that serve to share knowledge, learn and build capacities at country level. For additional information on the FAO Investment Centre, its activities, partners and the organizational structure please visit the following link.

CFI provides advisory services to the European Union’s Directorate-General for International Cooperation and Development (DEVCO) to ensure the social and environmental sustainability of its agricultural investment operations. CFI also supports DEVCO in assessing the investment proposals submitted to the Investment Committees of the agricultural investment funds co-financed by the European Union and in delivering on-demand analytics on specific value chains or food systems in general. In particular, the incumbent will assist the GCP/GLO/1118/EC Sustainable Agrifood Systems Intelligence and the GCP/GLO/1024/EC – Global Sustainable Cocoa Initiative (SCI) trust fund projects.

The post is located at FAO headquarters in Rome, Italy, in the Office of the Director, CFI, and the incumbent will provide administrative support to field assignments in consultation with the relevant CFI services.

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 one or more professional staff and receives guidance from a higher graded Office Assistant.

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 (proficient – level C) of English.

IT Skills:

• Knowledge of MS Office applications, Internet and office technology equipment.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2402142