Office Assistant (Facilities and Premises)

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to achieving food security for all and leading international efforts to defeat hunger. FAO supports the transformation to efficient, inclusive, resilient, and sustainable agrifood systems globally. Its Country Offices aid governments in developing policies and programs to reduce hunger and malnutrition, while also promoting sustainable agriculture, fisheries, and forestry. This position is based in the FAO Representation in Ghana, Accra.

Job Purpose

The Office Assistant (Facilities and Premises) plays a crucial role in ensuring the smooth and efficient operation of the FAO Ghana office. This role is responsible for the daily management and upkeep of office facilities, including setting up meeting rooms, coordinating with service providers for maintenance and repairs, and tracking inventory. The primary objective is to maintain a safe, functional, and well-organized workplace environment that supports the organization's mission and staff activities. This position contributes directly to the operational effectiveness of the FAO Representation in Ghana.

Responsibilities

The Office Assistant is responsible for the daily upkeep, cleanliness, and organization of the FAO Ghana office premises, meeting rooms, and common areas. This includes conducting routine checks of facilities such as lighting, water supply, and plumbing, and promptly reporting any issues. The role ensures that offices and meeting rooms are prepared and ready for use before work commences and for scheduled meetings. Responsibilities also involve monitoring external service providers like cleaners and gardeners, and maintaining detailed records of repairs, maintenance requests, inventory, and service visits. The Assistant will coordinate facilities management activities with the RAF Premises Assistant, providing backup support when necessary. Additionally, the role supports the arrangement and movement of office furniture and equipment, assists with event setups, processes invoices from service providers, and performs general office support tasks like photocopying and filing. The incumbent also assists in preparing for meetings and events and receives visitors, reporting any safety or maintenance concerns to the supervisor.

Work Experience

A minimum of one year of relevant work experience is required in areas such as office support, facilities support, premises management, administration, or maintenance support. Experience in a similar role is expected. Prior experience working with FAO or any UN agency, or with the government and relevant institutions in Ghana, would be considered an asset.

Skills

Key skills include a focus on results, teamwork, and effective communication. The ability to build relationships and share knowledge is important. Basic computer literacy is advantageous. The role requires the ability to maintain simple records, follow instructions with attention to detail, and report issues promptly. Good organizational skills and a responsible attitude towards office property are essential. Physical ability to assist with moving furniture and equipment is also necessary. Prior experience with FAO, UN agencies, or Ghanaian government institutions is beneficial.

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