Office Assistant

Overview
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.

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 Senior Programme Officer and receives guidance from a higher‑graded Office Assistant. The assistant acts independently on routine matters, consulting supervisors on new or more complex issues, and receives technical and procedural guidance and on‑the‑job learning.

Working Relationships
The Office Assistant interacts with a variety of colleagues within the work unit, exchanging routine information and providing standard office support services.

Key Functions/Results

Type, format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation.

Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts or units.

Enter, retrieve, structure and update selected information and data from various sources (e.g., Intra‑/Internet, office files); present results in standard format.

Set up and maintain office files and reference systems according to standard procedures.

Initiate, view and track a variety of administrative transactions in the computerized financial, travel and 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 travel: organise transport, logistics, accommodation and 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.

Minimum Requirements

Education :
Secondary School Education.

Experience :
Two years of relevant experience in office support work.

Languages :
Working knowledge (proficiency – level

C) of English and intermediate knowledge (proficiency – level

B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

IT Skills :
Knowledge of the MS Office applications, Internet and office technology equipment.

Residency :
Candidates must be nationals of the country of the duty station or possess an existing valid visa or work permit and reside within commuting distance of the duty station.

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 and human resources systems and administrative procedures and policies.

Good knowledge of the organizational structure.

Desirable Qualifications and Skills

Experience in front‑office settings.

Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).

Ability to organise and analyse data, prepare graphs, tables and PowerPoint presentations.

Advanced knowledge of Excel;
SharePoint and Power BI are assets.

Good knowledge of meeting organisation and logistical arrangements, to assist in organising virtual, in‑presence and hybrid events.

Demonstrated problem‑solving skills, and adaptability to maintain business continuity and accuracy during peak workload periods.

EEO Statement

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.

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