Office Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems to improve production, nutrition, the environment, and quality of life. FAO's commitment to environmental sustainability is integral to its strategic objectives. The FAO Investment Centre (CFI) provides investment and finance solutions, working in over 120 countries to support members by partnering with governments, financing institutions, the private sector, farmers, and research institutions to enhance agrifood investment.

Job Purpose

The Office Assistant performs a variety of routine administrative transactions and office support functions to ensure the smooth and efficient operation of the work unit. This role is crucial for maintaining organizational efficiency by handling correspondence, managing information, and supporting administrative processes. The position contributes to the overall effectiveness of the FAO Investment Centre by ensuring that administrative tasks are completed accurately and on time, allowing the team to focus on their core objectives related to investment and finance solutions for sustainable agrifood systems.

Responsibilities

The Office Assistant will type, format, and draft routine correspondence, and collate tables, reports, presentations, and other documentation. Responsibilities include 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 results in standard formats. Additionally, the Office Assistant will set up and maintain office files and reference systems, initiate and track administrative transactions in computerized systems (financial, travel, HR), and support the organization of meetings, workshops, and events. This includes arranging facilities, assisting with travel arrangements, ensuring office supplies are available, and maintaining office equipment.

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

Proficiency in MS Office applications, Internet, and office technology equipment is essential. A good knowledge of communication and documentation standards, corporate computerized financial, travel, and human resources systems, and administrative procedures is required. The ability to develop and maintain plans for administrative matters, knowledge of HR policies for staff and consultant recruitment, and exposure to Letters of Agreements (LOAs) procedures are desirable.

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