L’Organisation des Nations unies pour l’alimentation et l’agriculture est une organisation spécialisée du système des Nations unies, créée en 1945 à Québec. Son siège est à Rome, au Palazzo FAO, depuis 1951.
Organizational Setting
The Office Assistant works directly with the FAOR and closely with a wide range of colleagues in the Country Office, Region, HQ and external partners, stakeholders and clients performing and coordinating office and management support services, as well as providing procedural guidance and information.
The Office Assistant coordinates and performs the full range of FAOR office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
Main Purpose
The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
Supervision Received/Exercised
The Office Assistant reports to a Senior Professional Staff and may receive guidance from a Senior Staff .The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.
Working Relationships
The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.
Key Functions/Results
• Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
• Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
• Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
• Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required;
• Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;
• Perform other duties as required.
Impact Of Work
The incumbent’s work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the provision of office support services for successful achievement of the organizational unit’s mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education
Experience: Four years of relevant experience in office/ management support work
Languages: Working knowledge (Level C) of English
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical Skills
• Very good knowledge of communication and documentation standards
• Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
• Very good knowledge of the organizational structure
Desirable Qualifications And Skills
• Experience implementing logistics and making administrative arrangement for meetings, seminars and events.
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format
• Limited knowledge of French (Level B)
Assessment
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.
ADDITIONAL INFORMATION
• FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
- The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
• 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.
• No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
• Other similar positions may be filled from this vacancy notice
• For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
• Incomplete applications will not be considered
• Only applications received through the recruitment portal will be considered
• If you need assistance please contact: [email protected]
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
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