Office Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to more efficient, inclusive, resilient, and sustainable agri-food systems globally. FAO Country Offices, led by FAO Representatives, assist national governments in developing policies and projects to achieve Sustainable Development Goals. The FAO Representation in Liberia liaises with the Liberian Government, appraises assistance requests, and manages FAO programmes and projects within the country, mobilizing support from regional and headquarters offices.

Job Purpose

The Office Assistant in the FAO Representation in Liberia, Monrovia, is responsible for coordinating and performing a comprehensive range of office support, management support, and administrative tasks. This role is crucial for ensuring the smooth and efficient operation of the office by maintaining the quality and consistency of office work and information flow. The incumbent operates with independence, making decisions on work priorities and exercising initiative for unprecedented situations, while providing guidance and advice to other office support staff.

Responsibilities

The Office Assistant will screen appointment requests, manage the supervisor's calendar, and arrange meetings. They will receive visitors, screen emails, and respond to inquiries, often of a sensitive nature. Responsibilities include coordinating office support for meetings and events, preparing minutes, and monitoring follow-up actions. The role involves processing incoming mail, drafting correspondence, and performing quality control on outgoing documents. Administrative duties include managing contract extensions, staff leave, and budget follow-up. The incumbent will research and compile background information, generate reports, and coordinate the work of other support staff, including training new personnel. Maintaining filing systems, reviewing office procedures for improvements, and updating office websites are also key functions.

Work Experience

Requires four years of relevant experience in office and management support work. Experience with corporate computerized financial, travel, and human resources systems, as well as administrative procedures and policies, is beneficial. International experience is an added advantage.

Skills

Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Technical skills involve a very good understanding of communication and documentation standards, corporate IT systems (financial, travel, HR), and organizational structure. Proficiency in English is mandatory, with French being an asset.

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