Office Assistant
Organizational Context
The Regional Office for Asia and the Pacific (RAP) leads FAO's regional response to priorities in food security, agriculture, and rural development. It oversees country and subregional offices, ensuring a multidisciplinary approach to programmes and identifying key action areas. RAP collaborates with headquarters divisions to develop and promote FAO's strategic response and implement strategies through regional programmes and projects. The office also organizes Regional Conferences and supports the formulation and implementation of Country Programmes and Projects, contributing to the FAO Strategic Framework and UN Sustainable Development Cooperation Frameworks.
Job Purpose
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by coordinating and performing a comprehensive range of office support, management support, and administrative tasks. This position is vital for maintaining the quality and consistency of office work and information flow within the unit. The incumbent operates with a degree of independence, making decisions on work priorities and demonstrating initiative in handling unprecedented situations. The role directly impacts the overall effectiveness of the office's support services, contributing significantly to the achievement of the organizational unit's mandate.
Responsibilities
The Office Assistant is responsible for screening appointment requests and managing the supervisor's calendar, arranging meetings, and receiving visitors. They will screen and respond to emails and correspondence, often of a sensitive nature. This role involves coordinating office support for meetings, trainings, and events, including preparing minutes and monitoring follow-up actions. The incumbent will process incoming mail, draft responses to communications, and perform quality control for outgoing documents, ensuring accuracy in grammar and style. Administrative duties include managing contract extensions, staff leave, and attendance, as well as assisting with budget preparation and follow-up. The Office Assistant will research and compile background information for reports and generate statistical reports. They will also coordinate the work of other office support staff, establish priorities, and train new team members. Maintaining filing systems, reviewing office procedures for improvements, and updating office websites are also key functions. The role may involve performing other duties as required to support the office's operations.
Work Experience
Requires four years of relevant experience in office/management support work. Experience with corporate systems, administrative rules, policies, and procedures is beneficial. Familiarity with organizational structures, especially in a field context, is advantageous.
Skills
Possesses very good communication and documentation skills, both written and oral. Demonstrates very good knowledge of corporate systems, administrative rules, policies, and procedures. Strong coordination skills in planning and organizing meetings and events are required. Proficiency in virtual meeting management, digital document management, and information-sharing platforms is essential. Ability to work with senior managers, diverse teams, and deliver results under pressure is expected. Awareness of confidentiality and sensitivity is important.