Office Assistant in The Food and Agriculture Organization of the United Nations (FAO)
.jpg "Office Assistant in The Food and Agriculture Organization of the United Nations (FAO)")
Office Assistant in The Food and Agriculture Organization of the United Nations (FAO)
Job Description - Office Assistant
Office Assistant
Job Posting: 12/Jul/2023Closure Date: 09/Aug/2023, 11:59:00 PM
Organizational Unit: CFI
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-3
Primary Location: Italy-Rome
Duration: Fixed-term: 2 years with possibility of extension
Post Number: 2002705
CCOG Code: 2102
Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.
• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
Organizational Setting
The FAO Investment Centre (CFI) provides investment and finance solutions that lead to more efficient, sustainable, inclusive and resilient agrifood systems. Working in over 120 countries, the Centre provides a full suite of investment and finance support to FAO members. It partners with governments, international and national financing institutions, the private sector and farmers, research institutions and academia to improve the quality and quantity of agrifood investment. The Centre’s four main areas of work include support to strategic investment planning and policy, public investment, private investment, and innovative finance. These are complemented by the knowledge for investment and capacity development for investment programmes that serve to share knowledge, learn and build capacities at country level. For additional information on the FAO Investment Centre, its activities, partners and the organizational structure please visit the following link.
The post is located in the Near East and North Africa, and Europe and Central Asia Service (CFIC) of the FAO Investment Centre (CFI) 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 Chief, CFIC and receives guidance from a higher graded Office Assistant. He/she acts independently in 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.
Key Functions/Results
• Type, format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation;
• Receive, screen and direct telephone calls and visitors; 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;
• 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.
MINIMUM REQUIREMENTS - candidates will be assessed against the following
Education: Secondary School Education
Experience: Two years of relevant experience in office support work
Languages: Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish)
IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment
Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical Skills
• Knowledge of the communication and documentation standards.
• Knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
DESIRABLE QUALIFICATIONS AND SKILLS - OPTIONAL
• Good knowledge of consultant recruitment and travel corporate procedures.
• Knowledge of Letters of Agreement procedures, and experience in its preparation and monitoring.
• Knowledge of CFI investment operations and partners.
• Experience in secretarial duties/front office support operations.
• Working knowledge (proficient – level C) of French or Spanish.