Office Assistant

tendersglobal.net

Job Description

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.
Technical Skills:
  • Very good knowledge of communication and documentation standards.
  • Very good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
  • Very good knowledge of the organizational structure.
Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2400442

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