JOB SUMMARY

 

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 Senior Liaison Officer, Head of the UN Collaboration Unit, PSU, and receives guidance from a higher graded Office Assistant/Executive Associate. He/she acts independently on routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
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.

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 common administrative and financial rules and regulations.
•    Good knowledge of the Global Resource Management Information System (GRMS) functions.

 

Desirable Qualifications And Skills

•    Good knowledge of the organizational structure.
•    Experience in drafting official correspondence, including DG (Director-General) letters and meeting notes.
•    Experience in effectively monitoring corporate requests and deadlines.
•    Limited knowledge (intermediate – level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).