Job Description - Office Assistant (2402845) CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2402845
Office Assistant Job PostingDate: 11/Sep/2024
Closure DateDate: 25/Sep/2024, 9:59:00 PM
Organizational Unit: NFO
Job TypeType: Staff position
Type of Requisition: General Service
Primary LocationLocation: Italy-Rome
Duration: Fixed-term: two years with possibility of extension
Post Number: 0122645
CCOG Code: 2101
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device.
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 has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate. • 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.
Organizational Setting 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.
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.
Supervision Received/Exercised The Office Assistant reports to the Director, NFO.
Working Relationships The Office Assistant works closely with a wide range of colleagues in the Division, with central units and external clients.
Key Functions/Results Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; screen and send e-mails; respond to queries and correspondence.Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities.Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence.Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up.Research, compile and organize background information and reference materials for reports, briefs and speeches.Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work.Create and maintain the work unit's filing and reference systems; review the efficiency of office procedures and make recommendations for improvements.Perform other duties as required.Impact Of Work The incumbent's work impacts directly on the smooth and efficient running of the Office.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Education: Secondary School Education
Experience: Four years of relevant experience in office/management support work
Languages: Working knowledge (proficient - level C) of English.
IT Skills: Very good knowledge of MS Office applications, Internet and office technology equipment.
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 Prior experience in front office management and coordination.Ability to draft standard and complex correspondence.Ability to plan, organize work and establish priorities.High degree of discretion in dealing with confidential matters.Limited knowledge (intermediate – level B) of another FAO official language.ADDITIONAL INFORMATION • FAO does not charge a fee at any stage of the recruitment process.
• The length of the appointment for internal FAO candidates will be established in accordance with applicable policies.
HOW TO APPLY • To apply, visit the recruitment website and complete your online profile.
If you need help or have queries, please create a one-time registration with FAO's client support team for further assistance.
#J-18808-Ljbffr
