Office Assistant

Job Description - Office Assistant (2403146)
Job PostingDate: 15/Nov/2024
Closure Date22/Nov/2024, 10:59:00 PM
Organizational Unit: NFI
Job TypeStaff position
Type of Requisition: General Service
Primary LocationItaly-Rome
Duration: Fixed-term: two years with possibility of extension
Post Number: 0109606
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, 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 Fisheries and Aquaculture Division (NFI) is responsible for the economic, social, institutional, governance and policy aspects of FAO's activities related to fisheries and aquaculture and their development, with particular emphasis on human well-being, food security and poverty reduction; post-harvest utilization, marketing and trade with due regard to the protection of the environment, food security and the well-being of fishing communities; collection, compilation, validation, trend analysis and dissemination of the best available and up-to-date fishery statistics and for the syndication of the FAO information on all aspects of world fisheries and aquaculture. The Division is also responsible for FAO's activities related to the management and conservation of the living aquatic resources used by fisheries and aquaculture, including biodiversity and ecosystem maintenance, with particular emphasis on the most vulnerable and threatened species and habitats; management of responsible fisheries and aquaculture in accordance with modern management standards and best practices; development of fisheries technology, with due regard to the protection of the environment, food security and the well-being of fishing communities, including the safety of fishers and fishing vessels.
The position is located in the Trade and Market Team (NFIMT) in the Sustainable Trade and Value Chains area of the Fisheries and Aquaculture Division (NFI) at FAO headquarters in Rome, Italy.
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 the Senior Fishery Officer/NFIMT Team Leader and may receive guidance from a senior staff. The incumbent operates independently, takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work output. 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 office, 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; screen and send e-mails; 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, including an e-book for signatures; 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 Education: Secondary School Education.
Experience: Four years of relevant experience in office/management support work.
Languages: Working knowledge (full proficiency - level C) of English.
IT Skills: Very good 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.
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 Intermediate knowledge (intermediate proficiency - level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish).Experience supporting senior-level plenary meetings of organizations or institutions, including preparatory, in-session and post-session administrative activities.Experience in formal editing, translation and other intermediary activities of documents and publications.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 length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
• 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.
• No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location.
• For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
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.
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications.
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO's behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time by withdrawing your application, in such case FAO will no longer be able to consider your application.
• Only applications received through the recruitment portal will be considered.
• Your application will be screened based on the information provided in your online profile.
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO's client support team for further assistance: https://fao.service-now.com/csp

#J-18808-Ljbffr