Office Assistant
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to 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 operations. The Liaison Office in Japan (LOJ) in Yokohama liaises with the Japanese Government, civil society, and international organizations. This position is based in the LOJ in Yokohama.
Job Purpose
The Office Assistant is responsible for coordinating and performing a comprehensive range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the office. This role is crucial for maintaining the quality and consistency of office work and information flow within the unit. 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. The position requires close collaboration with colleagues, central units, and external clients, providing procedural guidance and information.
Responsibilities
Key responsibilities include screening appointment requests and managing the supervisor's calendar, arranging meetings, receiving visitors, and handling sensitive correspondence. The role involves coordinating office support for meetings, trainings, and special events, preparing minutes, and arranging for document editing and translation. The Office Assistant will process incoming mail, follow up on pending actions, and draft responses to correspondence, ensuring quality control for outgoing documents. Administrative duties encompass managing contract extensions, staff leave, and budget follow-up, as well as coordinating with other units. Researching and compiling background information for reports and generating statistical reports are also key functions. Furthermore, the incumbent will coordinate the work of other office support staff, establish priorities, and train new staff. Maintaining filing systems, recommending procedural improvements, and updating office websites are also part of the role.
Work Experience
Requires four years of relevant experience in office or management support work. Experience in supporting the review and processing of payments is necessary. Desirable experience includes procurement-related activities and processes.
Skills
Essential skills include very good knowledge of communication and documentation standards, and corporate computerized financial, travel, human resources systems, and administrative procedures. Competencies required are Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Desirable skills include working knowledge of Japanese and intermediate knowledge of another FAO official language (Arabic, Chinese, French, Russian, or Spanish).