Food and Agriculture Organization (FAO) is Currently Hiring Office Assistant APPLY NOW
Background
The Food and Agriculture Organization of the United Nations is a specialized agency of the United Nations that leads international efforts to defeat hunger and improve nutrition and food security. Its Latin motto, fiat panis, translates to “let there be bread”. It was founded on 16 October 1945.
About FAO
- Mandate: FAO’s mandate is to raise levels of nutrition, improve agricultural productivity, enhance the lives of rural populations, and contribute to the growth of the world economy.
- Core Areas of Work: FAO focuses on four main areas: (a) Eradicating hunger, food insecurity, and malnutrition; (b) Promoting sustainable agriculture, fisheries, and forestry practices; (c) Reducing rural poverty and enhancing rural livelihoods; (d) Responding to and recovering from crises and emergencies related to food and agriculture.
- Members and Governance: FAO has 194 member countries, along with the European Union. It operates through a governing body, the FAO Conference, which meets every two years, and the FAO Council, which acts as an executive body. The Director-General leads the organization, supported by various departments and regional offices.
- Programs and Initiatives: FAO carries out a wide range of programs and initiatives at the global, regional, and country levels. These include promoting sustainable agriculture, providing technical assistance and policy advice to member countries, conducting research and analysis, supporting emergency responses to food crises, and facilitating knowledge sharing and capacity building.
- Collaboration and Partnerships: FAO collaborates with governments, other UN agencies, international organizations, civil society, and the private sector to achieve its goals. It works closely with regional and national stakeholders to develop and implement tailored solutions for specific contexts.
- Data and Knowledge Sharing: FAO collects, analyzes, and disseminates data and information on food and agriculture, providing evidence-based insights for decision-making. It produces reports, publications, and statistical databases that serve as valuable resources for policymakers, researchers, and practitioners.
- Sustainable Development Goals (SDGs): FAO plays a crucial role in supporting the achievement of several SDGs, particularly SDG 2, which aims to end hunger, achieve food security, improve nutrition, and promote sustainable agriculture.
- Capacity Building and Technical Assistance: FAO provides technical expertise, capacity building, and policy support to member countries, assisting them in developing sustainable and inclusive agricultural systems, improving food production, and implementing effective policies and programs.
Why Work At FAO
- Global Impact: FAO’s work is dedicated to addressing global challenges related to food security, agriculture, and rural development. By working at FAO, you have the opportunity to contribute to efforts that directly impact the lives of millions of people, especially those in vulnerable communities.
- Noble Mission: FAO’s mission is to eliminate hunger, improve nutrition, and promote sustainable agriculture. By joining FAO, you become part of a collective effort to ensure that everyone has access to safe, nutritious, and sufficient food, while promoting environmentally sustainable practices.
- Multidisciplinary Approach: FAO’s work spans across various disciplines, including agriculture, nutrition, fisheries, forestry, and rural development. This provides opportunities for professionals from diverse backgrounds to contribute their expertise and collaborate with experts in different fields.
- International Exposure: FAO operates in over 130 countries, providing opportunities for international exposure and cross-cultural collaboration. Working at FAO allows you to engage with colleagues from different countries, gain insights into diverse agricultural systems, and contribute to global development efforts.
- Partnership and Collaboration: FAO works closely with governments, UN agencies, civil society organizations, and the private sector. This collaborative approach enables you to build partnerships, engage in policy dialogue, and work with a wide range of stakeholders to achieve common goals.
- Professional Development: FAO is committed to the professional growth and development of its staff. The organization offers learning and training opportunities, workshops, and conferences to enhance your skills, knowledge, and expertise in various areas related to food and agriculture.
- Innovation and Research: FAO promotes innovation and research to address emerging challenges in the agriculture and food sectors. By working at FAO, you can be part of cutting-edge projects, contribute to innovative solutions, and participate in research activities that inform policy and practice.
- Work-Life Balance: FAO recognizes the importance of a healthy work-life balance. The organization provides policies and initiatives that support staff well-being, including flexible working arrangements, leave entitlements, and benefits that contribute to a positive work environment.
- Diversity and Inclusion: FAO values diversity and inclusiveness in its workforce. It promotes equal opportunities, gender equality, and the inclusion of underrepresented groups. Working at FAO allows you to be part of a diverse and inclusive work environment that values different perspectives and experiences.
- Prestige and Networking: FAO is a reputable international organization within the United Nations system. Working at FAO can enhance your professional profile, provide networking opportunities, and open doors to further career advancement within the UN and other international organizations.
Position: Office Assistant
Closure Date: May 1, 2024, 11:59:00 PM
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-5
Primary Location: Bangkok, Thailand
Duration: Fixed-term: two years with possibility of extension
Main Purpose
The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/she ensures quality and consistency of the flow of office work and information in the work unit.
Supervision Received/Exercised
The Office Assistant reports to a Senior Professional Officer / Senior Manager and receives additional guidance from the Office of the Assistant Director-General/Regional Representatives (ADG/RR), as and when required.
The incumbent operates independently, takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/she provides guidance and advice to other office support staff.
Working Relationships
The Office Assistant works closely with a wide range of colleagues in the division/region, with central units and external clients, performing and coordinating office and management support services and providing procedural guidance and information.
Key Functions/Results
• Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
• Coordinate office support services for meetings, trainings, seminars, committees and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
• Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
• Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
• Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites.
• Perform other duties as required.
Impact Of Work
The incumbent’s work impacts directly on the smooth and efficient running of the Office. He/she plays a lead role in the provision of office support services for successful achievement of the organizational unit’s mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Four years of relevant experience in office/ management support work.
Languages: Working knowledge (proficient – level C) of English.
IT Skills: Very good 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
• Very good knowledge of communication (both written and oral) and documentation standards.
• Very good knowledge of corporate systems/tools and administrative policies and procedures.
• Very good knowledge of the organizational structure at different levels, especially with field context.
Desirable Qualifications And Skills
• Knowledge of the corporate publication policy, rules and workflow.
• Good knowledge of the events planning and organizing is a strong asset.
• Knowledge of flagship publications and experience in organizing high level meetings
