Office Assistant

Food and Agriculture Organization of the United Nations; Lavamünd; Vor Ort; EUR 35.000 - 46.000; Vollzeit

Zusammenfassung

Food and Agriculture Organization of the United Nations is seeking an Office Assistant to provide comprehensive administrative support in the liaison office. The role ensures smooth front-office operations, calendar coordination, document handling, and effective communication with internal teams and external partners.

The incumbent will coordinate meetings, prepare minutes, manage travel arrangements, and assist with budgeting and procurement processes as required, contributing to the efficient

Qualifikationen

• Education: Secondary School Education.
• Experience: Four years of relevant experience in office/management support work.
• Languages: Working knowledge of English.
• IT Skills: Very good knowledge of MS Office applications.

Aufgaben

• Screen requests for appointments with supervisor; maintain supervisor's calendar and arrange meetings.
• Coordinate office support services for meetings, trainings, and events; assist with minutes and follow-ups.
• Maintain filing and document control; draft responses and proofread for format and accuracy.
• Support budgeting, travel requests, and procurement processes as needed.

Kenntnisse

MS Office

English language

Communication skills

Teamwork

Detail-oriented

Ausbildung

Secondary School Education

Jobbeschreibung

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 list can be accessed at http://www.whed.net/
• 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 valid visa to work or valid 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.
• 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/

REMUNERATION

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
https://onehr.un.org/salary-survey/#/salary_scale

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT:

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.

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

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.

FAO IS A NON-SMOKING ENVIRONMENT

FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

Organizational Setting

FAO Liaison Offices are strategically placed in locations with a large UN hub and significant presence of international and intergovernmental organizations, global financial institutions and Non-Governmental Organizations (NGOs). The Liaison Office with the United Nations in Geneva is responsible for the liaison with the Government of Switzerland, the country's civil society and the International Organizations based in Geneva, Switzerland. Considering the presence of a large number of international organizations, Member States and Non-Governmental Organizations, which provides a significant platform for engagement and partnership with key stakeholders, the Liaison Office i) ensures that relevant FAO Governing body decisions and the overall work of the organization are brought to the policy dialogues, mechanisms and relevant discussions in Geneva; ii) promotes and raises awareness on FAO's technical work and activities, among Members and Organizations in Geneva, and the general public; iii) serves as the focal point for Members accredited to FAO from Geneva.

The position is located in the Office of the Director, Liaison Office with the United Nations (LOG), in Geneva, Switzerland.

Main Purpose

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. The incumbent ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

The Office Assistant reports to a (Senior) Liaison Officer and receives guidance from the Director of the Office. For specific administrative tasks, the incumbent receives functional guidance and oversight from the Administrative Officer.

The incumbent operates independently, takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work output. The incumbent provides guidance and advice to other office support staff.

Working Relationships

The Office Assistant works closely with a wide range of colleagues in the office, with central units and external clients, performing and coordinating office and management support services and providing procedural guidance and information.

Key Functions/Results

• Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; screen and send e-mails; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
• Coordinate office support services for meetings, trainings, seminars, committees and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
• Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
• Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
• Create and maintain the work unit's filing and reference systems, including an e-book for signatures; review the efficiency of office procedures and make recommendations for improvements; update office websites.
• Perform other duties as required.

Impact Of Work

The incumbent's work impacts directly on the smooth and efficient running of the Office. He/she plays a lead role in the provision of office support services for successful achievement of the organizational unit's mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education.

Experience: Four years of relevant experience in office/management support work.

Languages: Working knowledge (proficiency - level C) of English.

IT Skills: Very good 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 valid visa to work or a valid 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

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

Desirable Qualifications and Skills

• Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• Experience in procurement and Procure-to-Pay processes, including payment processing
• Experience in travel administration, including travel authorizations, arrangements and claim