Office Assistant

tendersglobal.net

Job Description

The Office of the Legal Counsel ensures that the Organization’s activities are carried out in accordance with its Constitution and the other Basic Texts of the Organization, in a manner consistent with its status as an inter-governmental organization of the United Nations system, and that its relationships with governments, organizations and individuals are on a sound legal basis.

This position is located in the Front Office of the Legal Counsel, LEG 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 Legal Counsel, is also supervised on day-to-day matters by the Deputy Legal Counsel, the Senior Legal Officers, LEGA as appropriate, and receives guidance from the Office Assistant leading the Front Office. 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.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2400261

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Office Assistant

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