Office Assistant

Organizational Setting
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to more efficient, inclusive, resilient and sustainable agrifood systems. This leads to better production, better nutrition, a better environment, a better life, leaving no one behind. FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

The FAO Investment Centre (CFI) provides investment and finance solutions that lead to more efficient, sustainable, inclusive and resilient agrifood systems. Working in over 120 countries, the FAO Investment Centre provides a full suite of investment and finance support to FAO Members. It partners with governments, international and national financing institutions, the private sector and farmers, research institutions and academia to improve the quality and quantity of agrifood investment.

The Centre’s four main areas of work include support to strategic investment planning and policy, public investment, private investment and innovative finance. These are complemented by the innovation – knowledge for investment and capacity development for investment programmes that serve to share knowledge, learn and build capacities at country level.

Main Purpose
The Office Assistant performs a large 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 reports to the Chief, Latin America and the Caribbean Service, CFIF, and receives guidance from a higher graded Office Assistant. He or she acts independently in routine matters. Supervision is focused on the quality of the work performed and provides for on‑job learning.

Working Relationships
The Office Assistant interacts with a variety of colleagues from within the work unit and across CFI partners. Interactions relate to the exchange of routine information and the provision of standard office support services.

Key Functions / Results

Arrange appointments for the supervisor, receive visitors, screen and send e‑mails and respond to routine requests for information; provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.

Review, record, distribute and process incoming mail and correspondence; follow‑up on pending actions.

Respond to or draft responses to standard/routine correspondence and other communications; use MS Office applications to produce a wide variety of large, complex documents and reports.

Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.

Initiate general administrative tasks in the computerized general administration, procurement, finance, travel, human resources system.

Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA); obtain clarification and follow‑up when necessary.

Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.

Provide assistance in the administrative processing of vacancy announcements and consultants’ contracts.

Respond to a variety of routine queries and provide clarifications and assistance with regard to corporate and CFI processes and procedures.

Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.

Perform other duties as required.

Impact of Work
The incumbent’s work impacts the timely and efficient delivery of office support services and the overall output of the work unit.

Minimum Requirements

Education:

Secondary School Education.

Experience:

Three years of relevant experience in office support work.

Languages:

Working knowledge (proficiency – level

C) of English.

IT

Skills:

Good knowledge of MS Office applications, Internet and office technology equipment.

Residency:
Genera…