Office Assistant
Organizational Context
The Forestry Division (NFO) leads FAO's work in promoting sustainable forest management and its contributions to poverty reduction, food security, and nutrition. It engages with members, civil society, and the private sector on forest policies, conservation, and management, strengthening forests' role in climate change mitigation and adaptation. The Division also gathers and disseminates information on global forest resources and forest products. The 'Knowledge for Action in implementing the Great Green Wall' project aims to enable sustainable land restoration and improved rural livelihoods in GGW member countries.
Job Purpose
The Office Assistant is responsible for performing a wide range of routine administrative transactions and office support functions to ensure the smooth and efficient operation of the work unit. This role contributes directly to the overall output and effectiveness of the team by managing administrative tasks, facilitating communication, and providing essential support services. The incumbent will report to the Senior Forestry Officer (Project Coordinator) and will be expected to act independently on routine matters, with supervision focused on work quality and on-the-job learning. The position requires interaction with colleagues and clients within the Organization.
Responsibilities
The Office Assistant will arrange appointments for the supervisor, receive visitors, screen emails, and respond to routine information requests. They will provide administrative and logistical support for meetings, committees, and conferences. Responsibilities include processing incoming mail and correspondence, following up on pending actions, and drafting responses to standard communications. The role involves producing a variety of complex documents and reports using word processing software, and proofreading/formatting texts for accuracy and adherence to standards. 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. Additionally, the Office Assistant will make travel arrangements, prepare travel authorizations and claims, and assist in the administrative processing of vacancy announcements and consultant contracts. They will also research, compile, and organize information for reports, create spreadsheets and presentations, manage databases, and maintain electronic and paper files.
Work Experience
Three years of relevant experience in office support work is required. Experience in applying FAO rules and procedures related to hiring affiliate workforce, supporting meeting organization, and providing administrative support to country/field offices is desirable.
Skills
Proficiency in MS Office applications, internet, and office technology is required. The role demands good knowledge of communication and documentation standards, corporate computerized administration systems (procurement, finance, travel, HR), and organizational structure. Desirable skills include working knowledge of French, familiarity with FAO programs for the Great Green Wall, and the ability to plan, organize, and prioritize work effectively.