Office Assistant
Organizational Context
The Food and Agriculture Organization (FAO) in Mongolia is dedicated to being a leading partner in ensuring food and nutrition security. The office actively coordinates diverse projects and programs focused on research, capacity building, natural resource management, technology transfer, agricultural policy, livestock systems, emergency response, forestry, statistics, and food safety. This comprehensive approach aims to enhance the agricultural sector and improve livelihoods across the country.
Job Purpose
The Office Assistant will provide essential daily support to the FAO country office operations. This includes managing document processing, maintaining records, handling correspondence, coordinating meetings and travel, and assisting with procurement and logistical arrangements. The role is crucial for ensuring the efficient organization of office activities through meticulous record-keeping, effective information management, and adherence to administrative procedures. By contributing to smooth operational workflows, the position directly supports the successful implementation of the office's strategic objectives and program activities in Mongolia.
Responsibilities
The Office Assistant will support communication between the FAO Representative (FAOR) and internal/external partners, ensuring timely information exchange and follow-up. Key duties include managing the FAOR's calendar, scheduling meetings, preparing materials, and organizing daily activities for optimal time management. The role involves providing logistical and coordination support during meetings and field visits, including translation if needed. Assistance will be provided to update social media and the FAO Mongolia website. Responsibilities extend to drafting correspondence, preparing documents for signature, and maintaining contact databases. The incumbent will monitor and process all incoming and outgoing mail and communications, manage post box checks, and prepare official communications like Notes Verbales. Collaboration with the Admin Assistant for travel arrangements, organizing meetings, and greeting visitors is essential. Additional tasks include supporting event organization, screening calls, managing office supplies and maintenance, and providing basic IT support.
Work Experience
A minimum of five years of relevant professional experience is necessary. This experience should be in secretarial roles, office administration, executive assistance, or management support. Proficiency in English is also a requirement for this position.
Skills
Essential skills include strong results focus, teamwork, effective communication (written and oral), and relationship building. The ability to share knowledge and engage in continuous improvement is valued. Excellent planning and organizational skills with a high degree of accuracy and attention to detail are crucial. The candidate must be proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook). Experience within the UN system is considered an asset. Fluency in both English and Mongolian is required. Working knowledge of Chinese is an advantage.