Office Assistant, Rome

Organizational SettingFAO's commitment to environmental sustainability is integral to our strategic objectives and operations.The Fisheries and Aquaculture Division (NFI) is responsible for the economic, social, institutional, governance and policy aspects of FAO's activities related to fisheries and aquaculture and their development, with particular emphasis on human well-being, food security and poverty reduction; post-harvest utilization, marketing and trade with due regard to the protection of the environment, food security and the well-being of fishery communities; collection, compilation, validation, trend analysis and dissemination of the best available and up-to-date fishery statistics and for the syndication of the FAO information on all aspects of world fisheries and aquaculture. The Division executes also fisheries development projects in support to Member States.The Division is also responsible for FAO's activities related to the management and conservation of the living aquatic resources used by fisheries and aquaculture, including the biodiversity and ecosystem maintenance, with particular emphasis on the most vulnerable and threatened species and habitats; management of responsible fisheries and aquaculture in accordance with management standards and best practices; development of fisheries technology, with due regard to the protection of the environment, food security and the well-being of fishing communities, including the safety of fishers and fishing vessels.The Assessment and Management Team (NFIFM) is responsible for all the aspects related to Fisheries Management, including Assessment of Fisheries and Fish Stocks, development and provision of evidence-based advice, management interventions and management processes, all in the framework of the Ecosystem Approach to Fisheries (EAF).The EAF-Nansen Programme 'Supporting the Application of the Ecosystem Approach to Fisheries Management Considering Climate and Pollution Impacts' became operational in May **** and is expected to end in December ****. The overall objective of the Programme is to improve food and nutrition security for people in partner countries through sustainable fisheries. The Nansen Programme supports 27 countries in Africa and five countries in the Bay of Bengal. The Programme runs a research vessel for marine surveys.To achieve its objective, the Programme works toward three outcomes. Outcome 1: Fishery and other targeted research institutions provide timely scientific advice for fisheries management and ocean governance. Outcome 2: Institutions and stakeholders implement fisheries management consistent with EAF. Outcome 3: Targeted institutions and stakeholders have appropriate individual and institutional capacity to implement and promote EAF and its contribution to ocean governance.The post is located in the Assessment and Management Team (NFIFM) as part of the EAF-Nansen Programme within the Fisheries and Aquaculture Division (NFI) at FAO headquarters in Rome, Italy.Main PurposeThe 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/ExercisedThe Office Assistant receives guidance and reports to the Senior Programme Coordinator and the assigned officers and the Programme 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 RelationshipsThe 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 otherdocumentation.• Receive and direct telephone calls and visitors; screen and send e-mails; 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, including an e-book for signatures.• 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 for travels: organize transport, logistics, accommodation, documents.• Ensure availability of office supplies and appropriate maintenance of office equipment.• Perform other duties as required.Impact Of WorkThe 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 FOLLOWINGMinimum RequirementsEducation: Secondary School Education.Experience: Two years of relevant experience in office support work.Languages: Working knowledge (proficiency - level C) of English.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 ImprovementTechnical Skills• Good knowledge of the Organization's communication and documentation standards.• Good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.• Good knowledge in the organisation of meetings and finalization of reports.• Previous experience in administrative and operational support work.Desirable Qualifications And Skills• Intermediate knowledge (level B) of French.• Experience in travel arrangements and support in the organisation of large international meetings, events, workshops and training workshops through direct collaboration with country/field offices.• Familiarity with FAO inhouse clearance procedures for official documents and agreements, including formatting of various documents according to FAOSTYLE.