Office Assistant

Organizational Setting

The Forestry Division (NFO) leads FAO's work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. It liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issues and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects analyses and disseminates information on the world's forest resources and on the production trade and consumption of wood and non-wood forest products.

Role

The EU Forest Governance and Value Chains Programme (FGVC) implemented by NFO supports the implementation of EU Forest Partnerships between the European Union and Partner Countries. Forest Partnerships are a new and key instrument of the European Union's action to promote sustainable forest management and value chains. They are based on a holistic and integrated approach to forests, reflecting a high-level commitment to enhancing the role of forests in sustainable and inclusive national development, whilst improving sector law enforcement, governance and trade. Forest Partnerships promote innovative investment and finance models to create efficient, pragmatic and impactful links between government, industry and forest communities. FGVC support revolves around two pillars:

• improving governance for sustainable forest management, forest protection and restoration, and plantation development; and
• developing legal and sustainable forest-based value chains.
  
  

The position is located in the EU Forest Governance and Value Chains (FGVC) Programme Team of the Forestry Division (NFO) and based at FAO headquarters in Rome, Italy.

Main Purpose

The 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/Exercised

The Office Assistant reports to the Forestry Officer/FGVC Programme Manager and receives guidance from a higher graded Office Assistant.

He/she acts independently on routine matters and consults with his/her 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 Relationships

The 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 Work

The 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 FOLLOWING

Minimum Requirements

Education: 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 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 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 official FAO languages (Arabic, Chinese, French, Russian or Spanish).
• Thorough problem-solving skills related to information technologies (IT) issues.
• Good knowledge of MS Excel.
• Ability to develop and maintain plans/records for key administrative processes (human resources, travel and procurement).
• Demonstrated excellent organizational skills to manage, track, and push ahead multiple tasks simultaneously.
• Excellent knowledge and experience in organizing both in-person and virtual meetings (using MS Teams, Zoom, Skype and other teleconferencing platforms).
  
  

Call For Expressions Of Interest - Vacancy Announcement

Job Posting

03/Jul/2024

Closure Date

17/Jul/2024, 10:59:00 PM

Organizational Unit

NFO

Job Type

Staff position

Type of Requisition

General Service

Grade Level

G-3

Primary Location

Italy-Rome

Duration

Fixed-term: one year with possibility of extension

Post Number

2010279

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.