Office Assistant

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. The position supports administrative tasks including correspondence, data entry, meeting organization, travel arrangements, and office supply management.

Responsibilities

• 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.

Requirements

• Secondary School Education.
• Two years of relevant experience in office support work.
• Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
• Knowledge of the MS Office applications, Internet and office technology equipment.
• General Service Staff are recruited locally and must be nationals of the country of the duty station or possess a valid visa/work permit and reside within commuting distance of the duty station.
• Good knowledge of communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.
• Experience in front office settings is desirable.
• Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement) is desirable.
• Ability to organize and analyse data, prepare graphs, tables and PowerPoint presentations is desirable.
• Advanced knowledge of Excel; SharePoint and Power Bi are assets.
• Good knowledge of meeting organization and logistical arrangements, to assist in organizing virtual, in-presence and hybrid events is desirable.
• Demonstrated problem-solving skills, and adaptability to maintain business continuity and accuracy during peak workload periods is desirable.

Skills

• Office Support
• English Language Proficiency
• Microsoft Office applications
• Internet usage
• Office technology equipment
• Communication standards
• Documentation standards
• Corporate Financial Systems
• Travel Systems
• Human Resources Systems
• Administrative Procedures
• Organizational Structure Knowledge
• Data Analysis
• Graph Preparation
• Table Preparation
• PowerPoint Presentation
• Excel
• SharePoint Development
• Power BI
• Meeting Organization
• Event Logistics Management
• Travel Arrangements
• Problem Solving

Languages

English, Arabic, Chinese, French, Russian, Spanish