The Markets and Trade Division (EST) monitors and analyses developments and trends in international, regional and national agricultural commodity markets and the factors affecting them, collecting and disseminating up-to-date and comprehensive market and policy information for the major traded commodities and those important to food security. It also undertakes forward-looking outlook studies. The Division analyses issues that affect global food and agricultural markets and trade, including analysis of trade policies and agreements, and provides technical support and capacity development to FAO Members in all these areas. Through its Global Information and Early Warning System on Food and Agriculture (GIEWS), the Division is responsible for FAO's early warnings on food shortfalls and food security problems. The Division houses the secretariats of the Committee on Commodity Problems (CCP) and its subsidiary Intergovernmental Groups (IGGs), the G20 Agricultural Market Information System (AMIS) and the World Banana Forum (WBF).
The post is located in the Global Information and Early Warning System for Food and Agriculture (GIEWS) of the Markets and Trade Division (EST) at FAO headquarters in Rome, Italy.
Main Purpose:
The Office Assistant performs a large 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 Senior Economist (Food Security and Early Warning) and operates under the overall guidance of the Director's office. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships:
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.
Key Functions/Results:
Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
Proofread documents and format texts for accuracy, grammar, punctuation and style as well as for adherence to established standards.
Initiate general administrative tasks in the computerized financial/travel/human resources systems.
Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
Perform other duties as required.
Candidates Will Be Assessed Against The Following:
Minimum Requirements:
Education:
Secondary School Education.
Experience:
Three years of relevant experience in office support work.
Languages:
Working knowledge (proficient - level C) of English and limited knowledge (intermediate - level B) of one of the other official FAO languages (Arabic, Chinese, French, Russian or Spanish).
IT Skills:
Good knowledge of the MS Office applications, Internet and office technology equipment.
