Office Assistant

Job title:

Office Assistant

Company:

FAO

Job description

Organizational SettingThe UN Food Systems Summit (hereinafter UNFSS), held during the 2021 UN General Assembly, set the stage for global food systems transformation to achieve the Sustainable Development Goals (SDGs) by 2030. Under the leadership of the Secretary-General, the FSS made it clear that transformative action in food systems is fundamental to achieving the SDGs. As a follow up to the Summit, the UN Secretary-General (UNSG) has committed the UN system to establish a UN Food Systems Coordination Hub (hereafter the Hub) to support countries implementing food system transformation pathways towards the achievement of the 2030 Agenda. The hub is hosted by FAO in Rome on behalf of the UN System.The Hub has a coordinating and connector role drawing on the capacities of the UN system and leveraging on the advice and expertise from a wider ecosystem of support, serving countries, by incentivizing existing institutions to deliver on their mandates in a systemic way. Based on this background, the Biennial Work Plan 2024-2026 of the Hub is structured along an evolving version of the six key functions adopted for the 2022-2023 Work Plan recomposed into five coordination clusters, which are:1. Landing the Vision – Overarching Cluster
2. Policy and Governance Cluster
3. Science and Knowledge Cluster
4. Strategic Partnerships and Collaboration Cluster
5. Finance and Investment ClusterThe position is located in the Office of SDGs, OSG, at FAO headquarters in Rome, Italy.Main PurposeThe Office Assistant performs a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.Supervision Received/ExercisedThe Office Assistant will report to the Director, OSG/UN Food Systems Coordination Hub and if needed will receive guidance from a professional or senior staff. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.Working RelationshipsThe Office Assistant interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.Key Functions/Results

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation.
• Receive and direct telephone calls and visitors; screen and send e-mails; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
• Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
• Set up and maintain office files and reference systems according to standard procedures, including an e-book for signatures.
• Initiate, view and track a variety of administrative transactions in the computerized financial, travel, human resources systems.
• Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities).
• Assist with arranging for travels: organize transport, logistics, accommodation, documents.
• Ensure availability of office supplies and appropriate maintenance of office equipment.
• Perform other duties as required.

Impact Of WorkThe Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWINGMinimum RequirementsEducation: Secondary School Education.
Experience: Two years of relevant experience in office support work.
Languages: Working knowledge (proficient – level C) of English.
IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment.Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of the communication and documentation standards.
• Good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Desirable Qualifications And Skills

• Limited knowledge (intermediate – level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish).
• Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
• Experience in direct collaboration and support of the country/field offices is desirable.
• Certification course/programme in supply chain management, business administration, finance and accounting.
• Advanced knowledge of MS Excel.
• Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.

Expected salary

Location

Roma

Job date

Fri, 20 Sep 2024 05:57:20 GMT

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