Office Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO's mission is 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 employs thousands of staff members worldwide, focusing on improving agricultural productivity, enhancing food security, and promoting sustainable agricultural practices. The Regional Office for Europe and Central Asia (REU) plays a crucial role in addressing regional priorities for food security, agriculture, and rural development, ensuring a multidisciplinary approach to programs and activities.

Job Overview:
The Office Assistant position is integral to the smooth operation of the Regional Office for Europe and Central Asia (REU) in Budapest, Hungary. The incumbent will coordinate and perform a wide range of office support, management support, and administrative tasks. This role is essential for ensuring that the office runs efficiently and effectively, with a focus on maintaining quality and consistency in the flow of work and information. The Office Assistant will be responsible for managing the supervisor's calendar, coordinating office support services for various meetings and events, and ensuring that all correspondence and documentation are handled with the utmost professionalism and confidentiality. The position requires a proactive approach to problem-solving and the ability to work independently while also providing guidance to other office support staff.

Duties and Responsibilities:
The Office 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 also receive visitors, manage emails, and respond to queries and correspondence, often of a sensitive or technical nature. Additionally, the Office Assistant will coordinate office support services for meetings, trainings, seminars, and special projects, prepare minutes, and monitor follow-up activities. Other duties include reviewing and processing incoming mail, preparing draft responses to correspondence, performing administrative tasks such as contract extensions and budget preparation, and compiling background information for reports and speeches. The Office Assistant will also coordinate the work of other office support staff, establish priorities, and ensure equitable distribution of work, while also training new staff on relevant procedures and practices.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of four years of relevant experience in office or management support work. A working knowledge of English at proficiency level C is required, along with very good knowledge of MS Office applications and office technology equipment. The role demands strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Candidates should also demonstrate competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding the administrative and operational tasks that the Office Assistant will be responsible for. Additional training or certifications in office management or administration would be beneficial but are not mandatory.

Experience:
The position requires a minimum of four years of relevant experience in office or management support work. This experience should include a demonstrated ability to handle administrative tasks, manage correspondence, and coordinate office activities effectively. Candidates should have a proven track record of working in a similar environment, showcasing their ability to operate independently and make decisions on work priorities.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. This proficiency is essential for effective communication within the office and with external clients. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly those relevant to the region.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be nationals of Hungary or possess an existing visa/work permit and reside within commuting distance of Budapest at the time of application. This ensures that the selected candidate can travel daily between their residence and the office. The role is full-time, and the incumbent will be expected to work collaboratively with a diverse team to support the office's objectives. Compensation and benefits will be aligned with FAO's policies and standards for General Service Staff.