Office Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency operating in over 130 countries, including South Africa. FAO supports the transformation of agrifood systems for better production, nutrition, environment, and life, aiming to leave no one behind. FAO Country Offices assist governments in developing policies and programs for food security, hunger reduction, and sustainable natural resource management, implementing country-specific field programs and engaging with local stakeholders.

Job Purpose

The Office Assistant role is crucial for providing efficient and reliable office support services to ensure a professional, safe, and well-functioning working environment within the FAO Representation Country Office in South Africa. This position focuses on maintaining office accessibility through managing door codes, supporting administrative and logistical tasks, overseeing office supplies and deliveries, and contributing to safety and security compliance. The aim is to facilitate smooth daily operations and support the overall mission of the FAO Representation.

Responsibilities

The Office Assistant will provide general administrative and clerical support, including filing, photocopying, and managing correspondence. Responsibilities include assisting in the organization of meetings, workshops, and events, and maintaining office supplies and inventory. The role involves accompanying visiting stakeholders, performing data entry, and maintaining records. Additionally, the assistant will help with local travel arrangements and logistics, prepare and organize office materials and files, and register incoming and outgoing correspondence. They will also assist staff in retrieving administrative documents and coordinate office support services for various activities, performing other duties as requested.

Work Experience

A minimum of three years of relevant experience in office support, cleaning, or facility maintenance is required. This experience should demonstrate the ability to handle administrative tasks, maintain office supplies, and support a functional working environment. Experience in a similar role within an international organization or government setting would be advantageous.

Skills

Key skills include a results-focused approach, teamwork, and effective communication. The ability to build relationships and share knowledge is important. Candidates should possess a basic understanding of workplace safety, hygiene, and administrative tasks. Reliability, punctuality, and the ability to follow instructions with minimal supervision are essential. Good interpersonal skills for interacting with staff and visitors, and the capacity to perform physical tasks are also required.

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