Office Assistant

The Plant Production and Protection Division (NSP) enables the transition to MORE efficient, inclusive, resilient and sustainable plant production and protection through optimization and minimization. This requires the integration and harmonization of all appropriate crop production policies and practices in order to increase production in a sustainable manner in order to eradicate hunger while preserving the natural resources and environment for future use.

The post is located at FAO headquarters in Rome, Italy, in the Locusts and Transboundary Plant Pests and Diseases Team (NSPMD), one of the six teams in the Division. NSPMD provides advice, technical support and guidance to countries on the sustainable management and control of transboundary plant pests and diseases and locusts.

Main Purpose:

The Office Assistant 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 reports to one or more professional staff and receives guidance from a higher graded Office Assistant. 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 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.

Key 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.

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 (proficiency – level C) of English

IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2500348