Office Assistant

Organizational Setting

The Animal Production and Health Division (NSA) promotes and facilitates the sustainable development of the livestock sector, integrating scientific and technical expertise and policy advice. It hosts technical networks in areas of animal health, genetics, feed and animal husbandry and provides analysis, policy dialogue (including intergovernmental bodies) and technical assistance. It also supports emergency responses, mostly in animal health.

The One Health and Disease Control Group (NSAH-CJW) under the Animal Production and Health Division leads and coordinates FAO's priority programme (PPA) actions to promote the One Health (OH) approach as well as through the coordinated action with the Quadripartite (Food and Agriculture Organization of the United Nations (FAO), the United Nations Environment Programme (UNEP), the World Health Organization (WHO) and the World Organisation for Animal Health (WOAH) at global, regional and country levels. The Quadripartite One Health Joint Plan of Action (OH JPA) frames the joint ambition.
FAO's role is to strengthen and support better performing national and international integrated OH systems for human, animal and plant health. FAO, together with the Quadripartite, provides technical and programming support through improved pest and disease prevention, early warning and management of national and global health risks, including Antimicrobial Resistance (AMR) and environmental health, for optimal outcomes for production and global health security. FAO's OH programme is coordinated by One Health and Disease Control Branch, under the Animal Production and Animal Health Division, works across FAO programmes and Divisions and through Decentralized Offices.

The post is located in the One Health and Disease Control Branch (NSAH-CJW) of the Animal Production and Health Division (NSA) at FAO headquarters in Rome, Italy.

Main Purpose

The Office Assistant (One Health and Disease Control Group - NSAH-CJW) 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 (One Health and Disease Control Group - NSAH-CJW) reports to the Chief, NSAH/CJW and receives guidance from the higher graded Office Assistant (G-5).
He/she acts independently in routine matters and consults with 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 (One Health and Disease Control Group - NSAH-CJW) 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 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 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.
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.

Desirable Qualifications and Skills

• Limited knowledge (intermediate - level B) of one of the other official FAO languages (Arabic, Chinese, French, Russian or Spanish).
• Good knowledge of FAO organizational structure and of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
• Proven experience and skills in supporting the organization of FAO events and meetings and general administration.
• Good knowledge of Excel is an asset.
• Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.

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

Respect for All and Integrity and Transparency

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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 

• 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 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.
• 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:

REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
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