Office Assistant
Job Description - Office Assistant (2403051)
CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2403051
Office Assistant
Job Posting01/Oct/2024
Closure Date15/Oct/2024, 9:59:00 PM
Organizational Unit: NFI
Job TypeStaff position
Type of Requisition: General Service
Primary LocationItaly-Rome
Duration: Fixed-term: two years with possibility of extension
Post Number: 0109622
CCOG Code: 2101
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device.
Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located. • FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture. • Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply. • Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values. • FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. • All selected candidates will undergo rigorous reference and background checks. • All applications will be treated with the strictest confidentiality. • FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization. The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
Organizational Setting The Fisheries and Aquaculture Division (NFI) is one of FAO's core technical divisions under the Natural Resources and Sustainable Production stream. The Division collaborates with Members and partners to promote the responsible and sustainable management of aquatic food systems, aiming for better production, better nutrition, a better environment, and a better life.
The post is located in the Assessment and Management Team (NFIFM) of the Fisheries and Aquaculture Division (NFI) at FAO headquarters in Rome, Italy.
Main Purpose The Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Supervision Received/Exercised The Office Assistant reports to the Senior Fishery Resources Officer/Team Leader and other Professional staff of the Assessment and Management Team (NFIFM) and receives guidance from a senior Office Assistant. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.
Key Functions/Results Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information. Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions. Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards. Initiate general administrative tasks in the computerized general administration, procurement, finance, travel, human resources system. Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary. Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required. Provide assistance in the administrative processing of vacancy announcements and consultants' contracts. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files. Perform other duties as required. Impact Of Work The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Education: Secondary School Education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficient - level C) of English.
IT Skills: Good knowledge of 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.
Technical Skills Good knowledge of communication and documentation standards. Good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies. Good knowledge of MS Excel and Word. Desirable Qualifications And Skills Working knowledge (proficient - level C) of a second official FAO language (Arabic, Chinese, French, Russian, Spanish) will be a strong asset. Good knowledge of and experience in research, compilation and organization of information and reference materials from various sources. Good knowledge of and experience using MS Teams, SharePoint, Zoom, Skype and other teleconferencing platforms and of the procedures for organizing meetings also in person at headquarters and in the field. Good knowledge of procedures, requirements and workflow for the procurement of services and goods, including preparation, implementation and closure of Letters of Agreement and other contractual instruments. Experience with and knowledge of the procedures and tools for the recruitment Professional and General Service staff, as well as the hiring of affiliated workforce, including the issuance of Vacancy Announcements and Calls for Expressions of Interest, Quality Assessment Reports and the use of the corresponding corporate systems like TALEO (Oracle Talent Management Suite) and GRMS (Global Resource Management System). Good knowledge of and experience with procedures and tools for budget monitoring and administrative management, including the use of the corporate IT tools like iMIS, eBMM (Budget Maintenance Module) and FPMIS (Field Programme Management Information System). Experience in the use of PWS (Publication Workflow System). Good overall knowledge of FAO's organizational structure. ADDITIONAL INFORMATION FAO does not charge a fee at any stage of the recruitment process (application, interview, processing). Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 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. No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location. For additional information visit the FAO employment website: http://www.fao. org/employment/home/en/. HOW TO APPLY To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate. Incomplete applications will not be considered. Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications. Personal information provided on your application may be shared within FAO and with other companies acting on FAO's behalf to provide employment support services. Only applications received through the recruitment portal will be considered. Your application will be screened based on the information provided in your online profile. We encourage applicants to submit the application well before the deadline date. If you need help or have queries, please create a one-time registration with FAO's client support team for further assistance: https://fao. service-now.com/csp.
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