Office Assistant

tendersglobal.net

Job Description

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.
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.

Technical Skills:

Good knowledge of communication and documentation standards.
Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2400062

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