Office Assistant
h3Organizational context: /h3pThe Office of Climate Change, Biodiversity and Environment (OCB) at FAO headquarters in Rome, Italy, plays a crucial role in addressing global environmental challenges. It coordinates responses to climate change, biodiversity loss, and environmental degradation, acting as a focal point for major multilateral environmental agreements. OCB also supports FAO Members in tackling interlinked issues of food security and environmental financing, and hosts key programmes related to agricultural heritage and genetic resources. /ph3Job purpose: /h3pThe Office Assistant is responsible for coordinating and executing a comprehensive range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the Office of Climate Change, Biodiversity and Environment (OCB). This role is critical in maintaining the quality and consistency of workflow and information management within the unit. The incumbent will operate with a degree of independence, making decisions on work priorities and demonstrating initiative in handling novel situations, while receiving guidance focused on the quality of work outputs. The position requires close collaboration with colleagues and external clients, providing procedural guidance and essential support services. /ph3Responsibilities: /h3pThe Office Assistant will manage the supervisor's calendar, screen appointment requests, and arrange meetings. Responsibilities include screening and directing visitors, handling telephone calls, and responding to sensitive or technical correspondence. The role involves coordinating support for meetings, trainings, and special events, preparing minutes, and monitoring follow-up actions. Document management includes processing incoming mail, preparing draft responses, and proofreading outgoing materials for accuracy and adherence to standards.
Administrative duties encompass managing contract extensions, staff leave, and budget follow-up, as well as coordinating with other units. The incumbent will research and compile background information for reports and speeches, generate statistical reports, and maintain filing systems. Additionally, the Office Assistant will coordinate the work of other support staff, establish priorities, and train new team members. Reviewing office procedures for efficiency improvements and updating office websites are also key functions. /ph3Education: /h3pRequires a Secondary School Education. A working knowledge of English (proficiency - Level C) is essential. Very good knowledge of MS Office applications, the Internet, and office technology equipment is required. Candidates must be nationals of the duty station country or possess a valid work permit and reside within commuting distance. /ph3Work experience: /h3pRequires four years of relevant experience in office and management support work. Experience in providing smooth and efficient front office operations is desirable. Knowledge of corporate computerized financial, travel, and human resources systems, as well as administrative procedures and policies, is beneficial. /ph3Skills: /h3pEssential competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Technical skills require a very good understanding of communication and documentation standards, corporate systems (financial, travel, HR), and the organizational structure. Desirable skills include excellent English written communication, experience managing high-level meetings, innovative approaches to workflow management, good planning and organizational abilities, and the capacity to work under pressure. Working knowledge of another official FAO language is a plus. /ph3Required languages: /h3pArabic, Chinese, English, French, Russian, Spanish /ph3Desired languages: /h3 #J-18808-Ljbffr
Administrative duties encompass managing contract extensions, staff leave, and budget follow-up, as well as coordinating with other units. The incumbent will research and compile background information for reports and speeches, generate statistical reports, and maintain filing systems. Additionally, the Office Assistant will coordinate the work of other support staff, establish priorities, and train new team members. Reviewing office procedures for efficiency improvements and updating office websites are also key functions. /ph3Education: /h3pRequires a Secondary School Education. A working knowledge of English (proficiency - Level C) is essential. Very good knowledge of MS Office applications, the Internet, and office technology equipment is required. Candidates must be nationals of the duty station country or possess a valid work permit and reside within commuting distance. /ph3Work experience: /h3pRequires four years of relevant experience in office and management support work. Experience in providing smooth and efficient front office operations is desirable. Knowledge of corporate computerized financial, travel, and human resources systems, as well as administrative procedures and policies, is beneficial. /ph3Skills: /h3pEssential competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Technical skills require a very good understanding of communication and documentation standards, corporate systems (financial, travel, HR), and the organizational structure. Desirable skills include excellent English written communication, experience managing high-level meetings, innovative approaches to workflow management, good planning and organizational abilities, and the capacity to work under pressure. Working knowledge of another official FAO language is a plus. /ph3Required languages: /h3pArabic, Chinese, English, French, Russian, Spanish /ph3Desired languages: /h3 #J-18808-Ljbffr