Office Assistant
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to leading international efforts to defeat hunger and achieve food security for all. Operating in over 130 countries, FAO implements diverse projects across sectors like animal production, fisheries, food systems, forestry, and rural development. The Office of Evaluation (OED) within FAO independently assesses the strategic alignment, implementation, and effectiveness of FAO's work, generating evidence to inform decisions and support accountability to Member Nations and the Director-General. OED seeks motivated individuals to contribute to its mission of generating transformative knowledge.
Job Purpose
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Office of Evaluation (OED) in Accra, Ghana. This position is responsible for coordinating and executing a comprehensive range of office support, management support, and administrative tasks. The incumbent ensures the quality and consistency of office workflow and information dissemination within the work unit. By managing administrative processes and providing essential support, the Office Assistant directly contributes to the overall effectiveness and productivity of the OED team, enabling them to achieve their evaluation objectives and support FAO's broader mission.
Responsibilities
The Office Assistant will screen appointment requests and manage the supervisor's calendar, arrange meetings, and receive visitors. They will handle incoming and outgoing correspondence, including drafting responses to queries of a sensitive or technical nature, and proofread documents for accuracy and adherence to standards. This role involves coordinating support for meetings, trainings, and special events, including preparing minutes and monitoring follow-up actions. The incumbent will perform various administrative duties such as managing leave records, assisting with budget follow-up, and coordinating with other units. They will also be responsible for maintaining filing systems, researching and compiling background information, and updating office websites. Additionally, the Office Assistant will coordinate the work of other support staff, establish priorities, and provide training on administrative procedures. The position requires ensuring the efficiency of office procedures and recommending improvements.
Work Experience
Four years of relevant experience in office or management support work is required. Experience in providing administrative and operational support to evaluation, programme, or project-related activities is desirable. Familiarity with handling confidential information and experience with FAO corporate systems like Oracle are also advantageous.
Skills
Excellent knowledge of communication and documentation standards, organizational structure, administrative procedures, and protocol is required. Proficiency in corporate computerized systems and administrative policies is essential. Strong organizational and time-management skills, with the ability to prioritize tasks, meet deadlines, and work effectively under pressure, are necessary. Very good oral and written communication skills are needed for drafting and editing correspondence. Intermediate knowledge of French (proficiency level B) is desirable.