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, the Centre offers comprehensive investment and finance support to FAO member nations. It actively 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. The Centre's core activities encompass strategic investment planning and policy, public and private investment facilitation, and innovative finance mechanisms.
Job Purpose
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit by performing a variety of routine administrative and office support functions. This position contributes directly to the daily workflow and administrative needs of the team. The incumbent will handle diverse tasks, including document preparation, communication management, data entry, and logistical support for meetings and travel. By maintaining organized records and facilitating administrative processes, the Office Assistant ensures that the team can focus on its core objectives. This role is integral to the overall productivity and effectiveness of the unit.
Responsibilities
The Office Assistant will be responsible for typing, formatting, and drafting routine correspondence, as well as collating tables, reports, presentations, and other documentation. This includes managing incoming and outgoing communications by receiving and directing telephone calls and visitors, screening emails, and responding to routine inquiries or referring them to the appropriate contacts. The role involves entering, retrieving, structuring, and updating selected information and data from various sources, presenting results in standard formats, and maintaining office files and reference systems, including an e-book for signatures. Additionally, the incumbent will initiate, view, and track administrative transactions in computerized financial, travel, and human resources systems. Support will be provided for organizing meetings, workshops, and events, including arranging facilities. Travel arrangements, such as organizing transport, logistics, accommodation, and documents, will also be part of the duties. Ensuring the availability of office supplies and the maintenance of office equipment is also required. The Office Assistant will perform other duties as assigned to support the team's objectives.
Work Experience
Requires a minimum of two years of relevant experience in office support work. Experience in coordinating administrative matters with country offices and external partners is desirable. Knowledge of corporate computerized financial, travel, and human resources systems, as well as administrative procedures and policies, is beneficial.
Skills
Proficiency in typing, formatting, and drafting routine correspondence. Ability to manage communications, including phone calls, emails, and visitor reception. Competence in data entry, retrieval, and organization using office systems. Experience in maintaining office files and administrative records. Skills in supporting meeting and travel arrangements. Knowledge of MS Office applications, Internet, and office technology. Good knowledge of communication and documentation standards. Familiarity with corporate computerized financial, travel, and human resources systems is advantageous. Working knowledge of French is considered an asset.