Office Assistant

The Office Assistant performs a variety of routine administrative transactions and office support functions to ensure the smooth and efficient running of the Forestry Division's work unit. The role supports meetings, correspondence, travel arrangements, and general office administration at FAO headquarters in Rome.

Responsibilities

• 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.

Requirements

• Secondary School Education.
• Three years of relevant experience in office support work.
• Working knowledge (proficiency - level C) of English.
• Good knowledge of MS Office applications, Internet and office technology equipment.
• 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.
• Good knowledge of communication and documentation standards.
• Good knowledge of corporate computerized administration, procurement, finance, travel, human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Skills

• Office Support
• Microsoft Office Suite
• Internet usage
• Office technology equipment
• Communication standards
• Documentation standards
• Corporate Administration Systems
• Procurement Systems
• Financial Systems
• Travel Systems
• Human Resources Systems
• Administrative Procedures
• Organizational Structure Knowledge
• Meeting Support
• Correspondence Management
• Travel Arrangements

Languages

English