Office Assistant (Administration)
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) aims to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems to improve production, nutrition, the environment, and livelihoods. FAO's commitment to environmental sustainability is central to its strategic objectives. The Partnerships and UN Collaboration Division (PSU) coordinates and oversees strategic partnerships with UN agencies and non-state actors, leading FAO's engagement in UN Development System repositioning and advocating for corporate positions aligned with the Strategic Framework and SDGs.
Job Purpose
The Office Assistant (Administration) plays a crucial role in ensuring the smooth and efficient operation of the work unit by performing a wide range of routine administrative transactions and office support functions. This position is integral to the daily activities of the Family Farming, Parliamentary Networks and Communication for Development Unit (PSUF) within the Partnerships and UN Collaboration Division (PSU) at FAO headquarters in Rome. The incumbent will provide essential support to the supervisor and colleagues, contributing directly to the unit's overall productivity and the timely delivery of services. The role requires independent action in routine matters, with supervision focused on work quality and opportunities for on-the-job learning.
Responsibilities
The Office Assistant (Administration) will arrange appointments for the supervisor, receive visitors, screen telephone calls, and respond to routine information requests. Responsibilities include providing comprehensive office, protocol, administrative, and logistics support for meetings, committees, and conferences. The role involves reviewing, recording, distributing, and processing incoming mail and correspondence, with follow-up on pending actions. The incumbent will draft responses to standard correspondence, produce complex documents and reports using word processing software, and proofread and format texts for accuracy and adherence to standards. Administrative tasks will be initiated in computerized financial, travel, and human resources systems. Travel and hotel arrangements, along with the preparation of travel authorizations and claims, will be managed. Assistance will be provided in the administrative processing of vacancy announcements and consultant contracts. The role also includes researching, compiling, and organizing information for reports, creating spreadsheets and presentations, managing databases, and maintaining electronic and paper files. Other related duties as required will also be performed.
Work Experience
Three years of relevant experience in office support work is required. Desirable qualifications include experience in raising consultancy contracts and letters of agreement in GRMS, and experience in conducting journal vouchers and accounting adjustments. Intermediate knowledge (level B) of another official FAO language is also desirable.
Skills
Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Technical skills encompass a good knowledge of communication and documentation standards, corporate computerized administration systems (procurement, finance, travel, HR), corporate information systems (e.g., iMIS), programme and budget processes, GRMS and eBMM functions, and financial/project management rules for trust fund projects (FPMIS).