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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 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.

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