Office Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) aims to achieve the 2030 Agenda through its Strategic Framework, supporting the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. FAO's commitment to environmental sustainability is central to its objectives. The FAO Investment Centre (CFI) offers investment and finance solutions to enhance agrifood systems globally, partnering with diverse stakeholders to improve investment quality and quantity.

Job Purpose

The Office Assistant will perform a variety of routine administrative and office support functions to ensure the smooth and efficient operation of the work unit. This role involves handling administrative transactions, managing correspondence, and providing support for meetings and travel arrangements. The position contributes to the overall efficiency of the team by maintaining office organization, managing information flow, and ensuring the availability of necessary resources. The incumbent will act independently on routine matters and seek guidance on more complex issues, contributing to the team's effectiveness.

Responsibilities

The Office Assistant will be responsible for typing, formatting, and drafting routine correspondence, reports, presentations, and other documentation. This includes receiving and directing telephone calls and visitors, screening emails, and responding to routine inquiries or referring them to appropriate contacts. The role involves entering, retrieving, structuring, and updating information from various sources, and presenting it in standard formats. Maintaining office files and reference systems, including an e-book for signatures, is also a key function. The assistant will initiate, view, and track administrative transactions in computerized financial, travel, and human resources systems. Additionally, they will support the organization and administration of meetings, workshops, and events, and assist with travel arrangements, including transport, logistics, accommodation, and documentation. Ensuring the availability of office supplies and the maintenance of office equipment are also part of the responsibilities.

Work Experience

Two years of relevant experience in office support work is required. This experience should demonstrate proficiency in handling routine administrative tasks and supporting office operations effectively. Experience with computerized financial, travel, and human resources systems is beneficial.

Skills

Key skills include strong communication abilities, teamwork, and the capacity to build effective relationships. The role requires a focus on results and a commitment to knowledge sharing and continuous improvement. Technical skills encompass a good understanding of communication and documentation standards, corporate computerized systems (financial, travel, HR), and administrative procedures. Desirable skills include knowledge of affiliate workforce hiring and travel procedures, Letters of Agreement preparation, and familiarity with CFI investment operations and partners. Working knowledge of another FAO official language is also desirable.

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