Office Assistant
Grade: G-3
Organizational Setting
The Plant Production and Protection Division (NSP) contributes to FAO's work by supporting countries to transition to sustainable crop production systems, which produce more with less, through optimization and minimization. This requires the integration and harmonization of all appropriate crop production policies and practices to both optimize productivity and minimize the systems' environmental footprints and thereby eradicate hunger and malnutrition while preserving natural resources.
The Plant Health Cluster (NSPPH), one of the five clusters that make up NSP, provides technical advice and guidance in areas of integrated pest management in the context of sustainable crop production intensification and diversification, and pesticide management in the context of the implementation of the International Code of Conduct on Pesticide Management. NSPPH provides advice, technical support, and guidance to countries on the sustainable management of locusts and transboundary plant pests and diseases.
The position is located in the Plant Health Cluster (NSPPH) of the Plant Production and Protection Division (NSP) 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 Agricultural Officer, NSPPH, and receives guidance from the Programme Assistant.
The incumbent acts independently in routine matters and consults with the 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.
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 (proficiency - level C) of English.
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 valid visa to work or a valid 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.
• Knowledge of the organizational structure.
Desirable Qualifications And Skills
• Experience in direct collaboration and support of the country/field offices is desirable.
• Knowledge of recruitment process of all categories of staff and non-staff.
• Ability to maintain data received and archive it in the SharePoint folders.
• Knowledge of the Publication Workflow System.
• Familiarity and experience with budget procedures and project-related activities.
• Experience with Letters of Agreements (LoAs).