Office Assistant

Food and Agriculture Organization , Rome, Italy

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
22nd April, 2021


Job Description

The Food and Agriculture Organization is the specialized Agency of the United Nations leading international efforts to defeat hunger. FAO works in over 130 countries worldwide to achieve food security for all and make sure that people have regular access to high-quality food.FAO's Office of Emergencies and Resilience leads the Organization's efforts to support member countries in their endeavours to save agricultural livelihoods of people and communities and enhance their resilience in the face of disasters, crises and conflicts. The Organization strives to secure sustainable development gains while ensuring that all interventions to support agriculture and food systems are risk-informed and sustainably productive. Food crisis contexts require a well-organized, highly prioritized, and well-resourced humanitarian and resilience programme to play a meaningful role in the relevant fora at national, regional and global levels. To claim its rightful place and to contribute meaningfully to relevant SDGs in food crises contexts, timeliness and speed in generating quality information and analysis together with agility in processes, partnerships, and delivery are central. In short, prevention and mitigation of disasters, whether related to natural hazards, plant and animal pests and diseases and/or conflict, together with being prepared and able to respond when disasters hit, require structured and agile system that is able to carry out effective processes of risk assessment and risk management.The Office of Emergencies and Resilience (OER) is composed of three main clusters. These are:1) Overall Leadership and Management of OER, including the Global Food Security Cluster and the Global Network Against Food Crises; 2) Programme Quality and Management, including the Strategic Positioning team, the Evidence for Programming team, the Programme and Results team and the Enabling Environment team; 3) Programme Implementation including the Country Support team, the Global Support team and the Resource Mobilization and communication team.

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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 Director, OER. 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.

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.

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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

Minimum Requirements

Education: Secondary School Education

Experience: Four years of relevant experience in office/ management support work

Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).

Source:https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2101041


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