Office Assistant

Food and Agriculture Organization

Rome, Italy

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.
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 information and database 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 the biodiversity and ecosystem maintenance, with particular emphasis on 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 Assessment and Management Team (NFIFM) is responsible for NFI's work related to the assessment and management of fisheries, including the provision of evidence-based fisheries management advice and the development and implementation of the Ecosystem Approach to Fisheries, particularly as it applies to Fisheries Management.

The post is located in the Assessment and Management Team (NFIMF) 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/Team Leader, Assessment and Management Team (NFIFM). 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.
  • 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 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.
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 (proficient - level C) of English and of either French or Spanish.
IT Skills:
  • Very good knowledge of the MS Office applications, Internet and office technology equipment.