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Office Assistant

Food and Agriculture Organization

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Job Description

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Description

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The main of the FAO Country Offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
FAO Country Office activities include the design and implementation of country-specific field programmes, liaison with local donor representatives and active outreach activities related to FAO initiatives.

The position is located in the FAO Representation in Pretoria, South Africa.

Main Purpose:
 

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/she ensures quality and consistency of the flow of office work and information in the work unit.
Supervision Received/Exercised:
 
The Office Assistant reports to a Senior Professional Staff/Manager and may receive guidance from a Senior Staff. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/she provides guidance and advice to other office support staff.
 
Working Relationships:

The Office Assistant works closely with a wide range of colleagues in the division/region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results:

  • Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
  • Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
  • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread  texts for adherence to format, grammar, punctuation and style;
  • Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
  • Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
  • Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required;
  • Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;
  • Perform other duties as required.
Candidates Will Be Assessed Against The Following:

Minimum Requirements:

Education:

  • Secondary School Education
Experience:
  • Four years of relevant experience in office/ management support work
Languages:
  • Working knowledge (proficient – level C) of English.
IT Skills:
  • Very good knowledge of the MS Office applications, Internet and office technology equipment

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