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.
The FAO Investment Centre (CFI) aims to be the go-to place for investment and finance solutions that lead to more efficient, sustainable, inclusive and resilient agrifood systems. Working in over 120 countries, CFI provides a full suite of investment and finance support to FAO Members. It partners with governments, international financing institutions, national and international organizations, the private sector, research institutions, academia and producer organizations to improve the quality and quantity of agrifood investment. The Centre’s four main areas of work include support to strategic investment planning and policy, public investment, private investment, and innovative finance. These are complemented by the knowledge for investment and capacity development for investment programmes that serve to share knowledge more widely and position the Centre as a trusted voice on investment and finance.
CFI is a multidisciplinary centre comprising the Director’s office, which leads on strategy and business development, knowledge management, communication and administration, and five regional services: Asia and the Pacific; Near East and North Africa, and Europe and Central Asia; West and Central Africa; East and Southern Africa; and Latin America and the Caribbean.

The post is located in the Latin America and the Caribbean Service, CFIF of FAO Investment Center, CFI 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 Chief, Latin America and the Caribbean Service, CFIF, 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, screen and direct telephone calls and visitors; 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.
•    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 travel: 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 and limited knowledge (intermediate – level B) of Spanish.
IT Skills: 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 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 the communication and documentation standards.
•    Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
•    Knowledge of the organizational structure.

Desirable Qualifications and Skills

•    Knowledge of FAO human resources, procurement, budget and travel rules and procedures.
•    Ability to work under pressure and make progress on multiple tasks simultaneously.
•    Accuracy and attention to details.
•    Knowledge of CFI investment operations and partners.
•    Working knowledge (proficient – level C) of Spanish.