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Office Assistant

Food and Agriculture Organization

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Job Description

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Description

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The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
The Deputy Director-General for Natural Resources and Sustainable Production (DDCS) oversees divisions, centres and offices responsible for Climate, Biodiversity, Land and Water; Forestry; Fisheries and Aquaculture and Animal Production and Health. It coordinates the coherent use of FAO’s diverse technical expertise in the sustainable management of natural resources in the above fields and ensures overall coherence on implementation of the Agenda 2030 and UN Reform Matters.

The post is located in the Immediate Office of the Deputy Director-General, Natural Resources and Sustainable Production, DDCS at FAO headquarters in Rome, Italy.

Main Purpose:
 

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.
Supervision Received/Exercised:
 
The Office Assistant reports to the Executive Associate in the Office of the Deputy Director-General. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships:
 
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results:

  • Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
  • Provide office, protocol, 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 general administration/procurement/ ‘financial/travel/human resources system.
  • Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LOA), obtain clarification and follow up, ‘when necessary.
  • Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce’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.
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.

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