Organizational Setting

The FAO Statistics Division (ESS) develops and advocates the methodologies and standards for data collection, validation, processing and analysis of food and agriculture statistics. In these statistical domains the Division plays a central role in compiling, processing and disseminating internationally comparable data, and provides capacity building support to Member countries. The Division disseminates several publications, working papers and statistical yearbooks, covering agricultural and food security relevant statistics, including prices, production, trade and agri-environmental statistics.

The position is located in ESS 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. The incumbent will provide support to the two Deputy Directors of the Division.

 

Supervision Received/Exercised

He/she reports to the Director of the Statistics Division.
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 Deputy Directors, receive visitors, place and screen telephone calls and respond to routine requests for information.
•    Provide office, 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 financial/travel/human resources systems.
•    Make travel and hotel arrangements and prepare travel authorizations/claims for staff 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 on the smooth and efficient running of the Director’s Front Office, 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 (proficient – level C) of English.
IT Skills: Good 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.

 

Desirable Qualifications and Skills

•    Good knowledge of the organizational structure.
•    Working knowledge (proficient – level C) of a second official FAO language (Arabic, Chinese, French, Russian or Spanish), preferably French or Spanish.
•    Demonstrated ability to draft standard and complex correspondence, and to proofread texts/outgoing correspondence and formal documents.
•    Work experience in a Front Office is an asset.