Office Assistant
Organizational Context
The Animal Production and Health Division (NSA) at FAO headquarters in Rome, Italy, focuses on promoting sustainable livestock sector development to enhance nutrition, food security, and rural poverty reduction. NSA integrates scientific and technical expertise with policy advice, facilitating dialogue, encouraging good governance, and providing technical assistance for sustainable animal product production. The Sustainable Animal Production, Feed and Genetics Branch (NSAP) specifically addresses all production systems, aiming to improve their environmental, economic, and social sustainability.
Job Purpose
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Sustainable Animal Production, Feed and Genetics Branch (NSAP). This position involves performing a wide range of routine administrative and office support functions. The incumbent will manage daily administrative transactions, provide essential support to the supervisor and the work unit, and contribute to the overall productivity and effectiveness of the branch. The role requires independent handling of routine matters with supervision focused on work quality and on-the-job learning, fostering effective working relationships within the organization.
Responsibilities
The Office Assistant will arrange appointments, receive visitors, screen emails, and respond to routine inquiries for the supervisor. They will provide comprehensive administrative, logistical, and protocol support for meetings, committees, and conferences. Key duties include processing incoming mail and correspondence, following up on pending actions, and drafting responses to standard communications. The role involves producing and proofreading various documents, ensuring accuracy, grammar, and adherence to established standards. Additionally, the incumbent will initiate administrative tasks within computerized systems for general administration, procurement, finance, travel, and human resources. This includes preparing purchase orders, requisitions, and supporting the preparation of Letters of Agreement. Travel arrangements and claims processing for staff and affiliate workforce are also required. Assistance will be provided in the administrative processing of vacancy announcements and consultant contracts. The role also encompasses researching, compiling, and organizing information for reports, creating spreadsheets and presentations, managing databases, and maintaining electronic and paper files.
Work Experience
Requires at least three years of relevant experience in office support work. Experience with corporate administrative processes, official correspondence, protocol matters, and travel management is desirable. The ability to work under pressure and manage multiple tasks simultaneously is also beneficial.
Skills
Essential skills include strong organizational abilities, proficiency in MS Office applications, and good knowledge of office technology. The incumbent must possess very good knowledge of communication and documentation standards, corporate computerized administration systems (procurement, finance, travel, HR), and organizational structure. Good oral and written communication skills are necessary, along with the ability to write and edit documents clearly and concisely in English. Intermediate knowledge (level B) of another FAO official language is desirable. Competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing.