Office Assistant

The One Health and Disease Control Group (NSAH-CJW) under the Animal Production and Health Division leads and coordinates FAO’s priority programme (PPA) actions to promote the One Health (OH) approach as well as through the coordinated action with the Quadripartite (Food and Agriculture Organization of the United Nations (FAO), the United Nations Environment Programme (UNEP), the World Health Organization (WHO) and the World Organisation for Animal Health (WOAH) at global, regional and country levels. The Quadripartite One Health Joint Plan of Action (OH JPA) frames the joint ambition.

FAO’s role is to strengthen and support better performing national and international integrated OH systems for human, animal and plant health. FAO, together with the Quadripartite, provides technical and programming support through improved pest and disease prevention, early warning and management of national and global health risks, including Antimicrobial Resistance (AMR) and environmental health, for optimal outcomes for production and global health security. FAO’s OH programme is coordinated by One Health and Disease Control Branch, under the Animal Production and Animal Health Division, works across FAO programmes and Divisions and through Decentralized Offices.

The post is located in the One Health and Disease Control Branch (NSAH-CJW) of the Animal Production and Health Division (NSA) at FAO headquarters in Rome, Italy.

• The Office Assistant (One Health and Disease Control Group – NSAH-CJW) 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 (One Health and Disease Control Group – NSAH-CJW) reports to the Chief, NSAH/CJW and receives guidance from the higher graded Office Assistant (G-5).
• He/she acts independently in routine matters and consults with 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 (One Health and Disease Control Group – NSAH-CJW) 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.

Functions/Results:

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
• Receive, screen and direct telephone calls and visitors; 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.
• 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 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 the 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=2401284