Office Assistant

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Description

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The Office of Emergencies and Resilience (OER) is responsible for ensuring FAO’s efforts to support countries and partners in preparing for and effectively responding to food and agricultural threats and crises. It is responsible for coordinating the development and maintenance of corporate tools and standards to enable Decentralized Offices to assist Members to prepare for and respond to emergencies. OER ensures humanitarian policy coordination and knowledge, liaison with the Inter-Agency Standing Committee as well as with humanitarian resource partners, co-leadership with World Food Programme of the global Food Security Cluster, organizational preparedness, surge capacity and response to large-scale emergencies. The Office of Emergency and Resilience (OER) supports food and nutrition security assessment and early warning activities related to emergency and humanitarian analysis and responses. The Office of Emergency and Resilience (OER) plays a major role in the development and leadership of the Organization’s programme to increase the resilience of livelihoods to food and agriculture threats and crises.

The post is located in the Office of Emergencies and Resilience (OER) 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 will work under the general guidance of the Senior Emergency and Rehabilitation Officer/Team Leader of the Food Chain Crises Operations and Coordination (FCC) team and receive direct guidance from higher-graded staff members. He/she will work impartially with all members of the FCC team and will assist to the group as a whole. 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=2303176

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