Office Assistant

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Job Description

The Resource Mobilization Division (PSR) leads and coordinates the mobilization of voluntary contributions (currently 75 percent of FAO’s budget) in support of the Organization’s strategic priorities. PSR manages FAO’s relations with resource partners, strategically matching partners’ interests to those of the Organization, and supports the negotiation of approximately 800 trust fund agreements per year. It carries out marketing analysis and leads campaigns around global development opportunities, provides market and business intelligence and positioning services to management as well as resource mobilization capacity development to decentralized and headquarters offices. PSR also oversees and coordinates results reporting to ensure accountability to resource partners.
The post Is located in the Resource Mobilization Division (PSR) at FAO headquarters in Rome, Italy.
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 the Senior Programme Officer/Head of the Marketing Unit, PSRR. 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.
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.

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:

Knowledge of the communication and documentation standards
Knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies
Knowledge of the organizational structure

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2400593

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