Organizational Setting
The national consultancy Office Assistant – FAO Representative (FAOR) performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Reporting Lines
Under the overall supervision of the FAO Representative in Jamaica, Belize and The Bahamas, the Office Assistant operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on- the-job learning.
Technical Focus
The Office Assistant usually interacts with a wide variety of colleagues within the direct work unit, Sub- regional and Regional offices and with immediate clients within the Organization, providing routine administrative and office support services. The incumbent will offer management support services and providing procedural guidance and information on FAO conformity requirement.
The incumbent will also work closely with the AFAOR-Admin, the AFAOR-Programme, the Procurement and Recruitment teams, the communication consultant, the Project Officers and other staff within the FAO office along with the SLC and RLC Offices to ensure good monitoring, operation, and communication regarding different tasks.
Tasks and responsibilities
• Screen requests for appointments with FAOR; maintain FAOR’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;
• Provide office, administrative and logistics support to meetings, committees, conferences, visiting missions, etc.;
• 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 diplomacy, format, grammar, punctuation, style and established standards;
• Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
• 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;
• Provide assistance to FAOR to follow up the Annual Communication Plan, in collaboration with the communication consultant
• Assist FAOR with gathering information for all required reports; support the preparation of the Country Annual Report, uploaded annexes;
• Provide assistance with the safe return to office/office renovation; participate in the task force team meetings, follow-ups, request quotations, update FAOR;
• Participate in weekly FAOR cabinet monitoring meetings and monthly staff meetings; provide and circulate notes;
• Support the timely completion of programmatic and administrative actions, preparation of purchase requisitions and receipts following up with project partners and staff;
• Monitor and filter the FAO-Jamaica (FAOJM) FAO-JM@fao.org email account;
• Perform other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• Post-Secondary and/or Undergraduate Level Education in Business Administration, International Relations or related fields
• Three years of relevant experience in office support work
• Working knowledge of English. Limited knowledge of Spanish is desirable.
• National of Jamaica or resident in the country with a regular work permit.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Good knowledge of communication, documentation standards and meeting platforms
• Good knowledge of corporate computerized financial systems and administrative procedures and policies
• Familiarity with standard office software, such as MS Office (Word, Excel, Power Point).
• Solid documentation, record keeping and reporting writing skills
• Good knowledge of the MS Office applications, Internet, virtual platforms, and office technology equipment
.
Additional Selection Criteria
• Good knowledge of the organizational structure
• Working knowledge of Spanish
• Solid documentation, record keeping and reporting writing skills.
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
- Incomplete applications will not be considered. If you need help or have queries, please contact: Careers@fao.org
- Applications received after the closing date will not be accepted.
- 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.
- For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp
FAO IS A NON-SMOKING ENVIRONMENT
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