Office Assistant

The Markets and Trade Division monitors and analyses trends in international, regional and national agricultural commodity markets, collecting and disseminating comprehensive market and policy information concerning the major traded commodities and those important to food security. It also undertakes forward-looking outlook studies, covering both the short- and medium-term. The Division analyses issues that affect global food and agricultural trade, including policy analysis of trade measures and agreements, and provides technical support and capacity development to member countries in all these areas. Through its Global Information and Early Warning Service on Food and Agriculture (GIEWS), the Division is also 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 at FAO headquarters in Rome, Italy, in the Markets and Trade Division, in the Office of the Director.

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 Director and receives guidance from the Senior Office Assistant. 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, 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.

Impact Of Work

The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

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

IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment

Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of communication and documentation standards
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies

Desirable Qualifications And Skills

• Very Good knowledge of FAO’s organizational structure, policies and working and procedures.
• Prior experience in front office management.
• Experience with official correspondence and protocol matters.
• Experience in planning and organizing intergovernmental meetings.
• Ability to work under pressure and make progress on multiple tasks simultaneously.
• Working knowledge (proficient – level C) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

Call For Expressions Of Interest – Vacancy Announcement

Job Posting

17/Jan/2024

Closure Date

31/Jan/2024, 7:59:00 PM

Organizational Unit

EST

Job Type

Staff position

Type of Requisition

General Service

Grade Level

G-4

Primary Location

Italy-Rome

Duration

Fixed-term: 2 years with possibility of extension

Post Number

0090808

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.