Organizational Setting

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 specialized agency of the UN that leads international efforts to defeat hunger. FAO’s goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country  level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices:
(i)    advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii)    provide technical assistance and deliver core services;
(iii)     assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v)    ensure risk-smart and accountable operations and management.

Reporting Lines

The Office Assistant will report to the International Administrative Officer.

Technical Focus

The Office Assistant will provide support services for smooth and efficient operations of the FAO Representative’s Office.

Tasks and responsibilities

•    Assist the FAOR in managing appointments, time schedule and transportation arrangements;
•    Prepare, review and format official documents to be signed by the FAOR; and arrange their dispatching and distribution.
•    Manage and monitor mails and emails forwarded from the Reception Desk and received in the FAO-Malawi email-box, clear the mail and email boxes on a daily basis.
•    Communicate with internal units, sections and filed offices of FAO-Malawi, to convey instructions and decisions from the FAOR Office; and follow up with their implementation.
•    Cooperate with FAO sub-regional, regional and headquarter offices on information and requests received from them; and follow up with needed responses.
•    Liaise with UN agencies, government departments and other external partners on needed communication and collaboration assigned by the FAOR.
•    Manage and archive confidential information handled by the FAOR office; and manage the use of the office seal following relevant FAO corporative policies and guidelines.
•    Provide secretarial services to regular Management Meetings of FAO Malawi, including preparation of meetings and minutes, monitoring and updating on implementation of agreed actions.
•    Coordinate with relevant persons to ensure regular updating of the Management Folder at the Shared Point of FAO-Malawi.
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  

•    University degree in office administration, office management, development studies or any other area related areas.
•    A minimum of three years of relevant experience in office management and office support work
•    Working knowledge (level C) of English and Chichewa
•    Nationality of Malawi

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

•    Thorough knowledge of communication and documentation standards
•    Very good knowledge of the MS Office applications, Internet and office technology equipment
•    Thorough knowledge of a corporate computerized financial / travel / Human Resources system
•    Extent of knowledge of organizational structure, administrative procedures and policies and matters of protocol
•    Extent of experience in providing guidance and supervision to junior General Service staff
•    Ability to draft standard and complex correspondence, and to proofread texts/ outgoing correspondence and formal documents

ADDITIONAL INFORMATION