National Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has a mission to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. The organization operates in over 130 countries and has a workforce of approximately 12,000 employees. FAO's work is guided by the 2030 Agenda for Sustainable Development, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable. The FAO Country Offices, led by FAO Representatives, assist governments in developing policies and programs aimed at achieving food security and reducing hunger and malnutrition.

Job Overview:
The National Administrative Assistant position is crucial for the effective functioning of the FAO Representation in Pretoria, South Africa. The incumbent will provide administrative support to the FAO Representative and collaborate with various units within the organization, including the resilience hub (REOSA). This role involves managing the office of the FAOR, ensuring smooth communication and coordination of activities, and maintaining the efficiency of office procedures. The National Administrative Assistant will be responsible for handling sensitive correspondence, scheduling appointments, and supporting the organization of meetings and events. This position requires a proactive approach to managing office tasks and a strong understanding of administrative processes within an international organization.

Duties and Responsibilities:
The National Administrative Assistant will have a diverse set of responsibilities, including but not limited to: screening requests for appointments with the supervisor, maintaining the supervisor's calendar, confirming schedules, and arranging appointments. The incumbent will respond to queries and correspondence, including sensitive and confidential matters. Coordination of office support services for meetings, trainings, seminars, and special projects will be essential, as will attending meetings, preparing minutes, and monitoring follow-up activities. The assistant will review, log, distribute, and process incoming mail and correspondence, track pending actions, and draft responses to various communications. Quality control for outgoing documents will be a key responsibility, ensuring adherence to FAO standards. The assistant will also monitor the FAOZA email account, maintain filing systems, and support communication workflows within the organization. Additional administrative duties may be assigned as required.

Required Qualifications:
Candidates must meet the following minimum requirements: a secondary school education, three years of relevant experience in office or management support work, and a working knowledge of English at a proficient level (C). Additionally, candidates must be nationals of South Africa. FAO core competencies include a focus on results, teamwork, effective communication, building relationships, and knowledge sharing. Technical skills required for this position include a very good knowledge of MS Office applications, internet usage, and office technology equipment.

Educational Background:
The educational background required for this position is a secondary school education. Candidates must have obtained their qualifications from institutions accredited or recognized in the World Higher Education Database (WHED).

Experience:
The position requires a minimum of three years of relevant experience in office or management support work. This experience should demonstrate the candidate's ability to handle administrative tasks effectively and efficiently within an organizational setting.

Languages:
The mandatory language for this position is English, with a proficiency level of C. Additional language skills may be beneficial but are not specified as requirements for this role.

Additional Notes:
FAO does not charge any fees at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. Candidates must be medically fit for appointment and meet any residency or visa requirements, as well as security clearances. For further employment opportunities, candidates can visit the FAO employment website.