CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2001287
Office Assistant
Job Posting: 08/Jun/2020
Closure Date: 29/Jun/2020, 4:59:00 PM
Organizational Unit: RLC
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-5
Primary Location: Chile-Santiago
Duration: Fixed term: one year with possibility of extension
Post Number: 2000773
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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located
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FAO is committed to achieving workforce diversity in terms of gender and nationality
People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase
All applications will be treated with the strictest confidentiality
Organizational Setting
The post is located in the Deputy Regional Representative Office, in the Regional Office for Latin America and the Caribbean, RLC, assisting the Regional Representative on region-wide food and agriculture issues and with administrative responsibilities. The Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with departments and divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.
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 the Deputy Regional Representative, RLC. The incumbent operates independently and 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 (Level C) of Spanish and limited knowledge (Level B) of English
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical Skills
- Very good knowledge of communication and documentation standards, including management of communications with networks of geographically dispersed, remote offices and stakeholders
- Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
Desirable Qualifications And Skills
- Ability to plan proactively, guide and follow up on the work of others and work under pressure on multitasks simultaneously and within tight deadlines
- Working knowledge (Level C) of English will be considered an asset
- Good knowledge of the organizational structure is an asset
- Familiarity with UN administrative, operational and financial procedures is an asset
Assessment
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.
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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 will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
- The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
- Selected candidates need to reside within commuting distance from the FAO office. "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
- Other similar positions may be filled from this vacancy notice
- For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm
HOW TO APPLY
- To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
- Incomplete applications will not be considered
- Only applications received through the recruitment portal will be considered
- If you need assistance please contact:
FAO IS A NON-SMOKING ENVIRONMENT