Office Assistant

The Forestry Division (NFO) leads FAO’s work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. It liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issues and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects, analyses and disseminates information on the world’s forest resources and on the production, trade and consumption of wood and non-wood forest products.

The Forest and Farm Facility (FFF) Team is a partnership between FAO, the International Union for Conservation of Nature (IUCN), the International Institute for Environment and Development (IIED) and AgriCord, housed in the NFO and supported under an umbrella programme and a multi-donor Trust Fund, focusing on climate-resilient landscapes and improved livelihoods. FFF sees the Forest and Farm Producer Organizations (FFPOs) which represent smallholders, rural women’s groups, local communities and indigenous peoples’ institutions as the key agents of change in rural landscapes.

The position is located in the Forest and Farm Facility (FFF) Team of the Forestry Division (NFO) at FAO headquarters in Rome, Italy.

Main Purpose

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 the Manager, FFF and receives guidance from a higher graded Programme Assistant.

He/she acts independently on routine matters and consults with his/her 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.

Key Functions/Results:

• 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 MS Office applications, Internet and office technology equipment.

Source:  https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2402097