Office Assistant
Organizational Context
The Plant Production and Protection Division (NSP) supports countries in transitioning to sustainable crop production systems to enhance productivity while minimizing environmental impact, aiming to eradicate hunger and preserve natural resources. The Plant Health Cluster (NSPPH) within NSP offers technical guidance on integrated pest management, pesticide management, and the sustainable control of locusts and transboundary plant pests and diseases. This Office Assistant position is based in the NSPPH cluster at FAO headquarters in Rome, Italy.
Job Purpose
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit by performing a range of routine administrative tasks and providing essential office support. Reporting to the Agricultural Officer and receiving guidance from the Programme Assistant, the incumbent will handle daily administrative transactions independently while seeking consultation for more complex issues. This role involves interacting with colleagues to exchange information and deliver standard office support services, contributing to the overall effectiveness of the team and the division.
Responsibilities
The Office Assistant is responsible for typing, formatting, and drafting routine correspondence, as well as collating tables, reports, presentations, and publications. This role includes receiving, screening, and directing telephone calls and visitors, and responding to or referring routine inquiries. The incumbent will enter, retrieve, structure, and update data from various sources, presenting it in standard formats, and maintaining office files and reference systems. Additionally, the position involves initiating and tracking administrative transactions in computerized systems, supporting the organization of meetings and events, and assisting with travel arrangements, including logistics and documentation. Ensuring the availability of office supplies and maintaining equipment are also key duties. The Office Assistant performs other required duties, contributing to the administrative and office support services of the work unit.
Work Experience
Requires a minimum of two years of relevant experience in office support work. Experience in direct collaboration and support of country/field offices is desirable. Familiarity with budget procedures, project-related activities, and Letters of Agreements (LoAs) is also beneficial.
Skills
Key skills include strong organizational abilities, proficiency in typing and document formatting, data entry and management, and maintaining filing systems. The ability to manage administrative transactions in computerized systems, support event organization, and assist with travel arrangements is important. Essential competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Technical skills encompass knowledge of communication and documentation standards, corporate computerized financial/travel/human resources systems, and organizational structure.