Office Assistant
Organizational Context
The FAO Investment Centre (CFI) is dedicated to providing investment and finance solutions that foster more efficient, sustainable, inclusive, and resilient agrifood systems globally. Operating in over 120 countries, CFI offers comprehensive investment and finance support to FAO member nations. The Centre collaborates with governments, international and national financing institutions, the private sector, farmers, research bodies, and academic institutions to enhance the quality and volume of agrifood investments. Its core activities encompass strategic investment planning and policy, public and private investment initiatives, and innovative finance mechanisms.
Job Purpose
The Office Assistant plays a crucial role in supporting the smooth and efficient operation of the work unit by performing a variety of routine administrative transactions and office support functions. This position contributes to the overall effectiveness of the team by managing correspondence, handling inquiries, maintaining records, and facilitating administrative processes. The incumbent will assist in the organization of meetings, workshops, and events, as well as support travel arrangements. Ensuring the availability of office supplies and the proper maintenance of equipment are also key aspects of this role. The Office Assistant acts independently on day-to-day tasks and seeks guidance from supervisors on more complex issues, contributing to a productive work environment.
Responsibilities
The Office Assistant is responsible for typing, formatting, and drafting routine correspondence, as well as collating tables, reports, presentations, and other documentation. This role involves receiving and directing telephone calls and visitors, screening emails, and responding to or referring routine internal and external inquiries. The incumbent will enter, retrieve, structure, and update selected information and data from various sources, presenting results in standard formats. Maintaining office files and reference systems, including an electronic signature log, is essential. The Office Assistant will initiate, view, and track administrative transactions within computerized financial, travel, and human resources systems. Additionally, this role supports the organization and administration of meetings, workshops, and events by arranging necessary facilities. Assisting with travel arrangements, including logistics, accommodation, and documentation, is also a key function. Ensuring adequate office supplies and maintaining office equipment are further responsibilities. The Office Assistant performs other duties as required to support the work unit.
Work Experience
A minimum of two years of relevant experience in office support work is required. Experience with corporate computerized financial, travel, and human resources systems, along with administrative procedures and policies, is beneficial. Desirable experience includes programme support, business operations, planning, budgeting, financial report preparation, and knowledge of human resources policies for recruitment.
Skills
Essential skills include a good knowledge of communication and documentation standards, corporate computerized financial, travel, and human resources systems, and administrative procedures. The ability to manage office files, handle inquiries, and support meeting and travel arrangements is crucial. Proficiency in MS Office applications and the Internet is required. Desirable skills encompass developing and maintaining administrative plans (HR and budget), experience in programme support and business operations, and familiarity with HR policies and Letters of Agreements (LoAs) procedures.