Office Assistant

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 .

Competencies

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

 

Technical Skills

• Knowledge of the communication and documentation standards
• Knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies, including protocol
• Knowledge of the organizational structure

 

Desirable Qualifications And Skills

• Knowledge of and experience with trust funded project activities
• Working knowledge (Level C) of another FAO language (Arabic, Chinese, French, Russian, Spanish)