Office Assistant

The Statistics Division (ESS) develops and advocates for the implementation of methodologies and standards for data collection, validation, processing and analysis of food and agriculture statistics. In these statistical domains, it also plays a vital role in the compilation, processing and dissemination of internationally comparable data, and provides essential capacity building support to member countries. In addition, the Division disseminates many publications working papers and statistical yearbooks, that cover agricultural and food security relevant statistics (including prices, investments, production, trade and agri-environmental statistical data).

The post is located in the Statistics Division, ESS 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 one or more professional staff and receives guidance from a higher graded Office Assistant. He/she acts independently on 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.

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation.
• Receive and direct telephone calls and visitors; screen and send e-mails; 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, including an e-book for signatures.
• 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.

Technical Skills:

• Good knowledge of communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2401843