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 has over 194 member countries and works in more than 130 countries worldwide. The organization aims 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. FAO assists governments in developing policies, programs, and projects to address hunger and malnutrition, providing technical support for sustainable development in agriculture, fisheries, and forestry sectors. The FAO Country Offices, such as the one in Kigali, play a crucial role in implementing tailored field programs, liaising with local donors, and raising public awareness about food security initiatives, including events like World Food Day.

Job Overview:
The Office Assistant position at FAO in Kigali is integral to the smooth operation of the office. The incumbent will coordinate and perform a wide range of office support, management support, and administrative tasks. This role is essential for ensuring the efficient running of the office, maintaining quality and consistency in the flow of work and information. The Office Assistant will work under the general supervision of the FAO Representative and will collaborate closely with other Administrative Assistants. The position requires a proactive approach, utilizing knowledge in administration and coordination to respond independently to queries while exercising sound judgment in official matters. The Office Assistant will also support various units and thematic areas within the representation, ensuring effective communication and collaboration across the organization.

Duties and Responsibilities:
The Office Assistant will be responsible for a variety of tasks, 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 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. The role includes reviewing, recording, and processing incoming mail and correspondence, preparing draft responses, and ensuring quality control for outgoing documents. The Office Assistant will perform various administrative duties such as managing contract extensions, leave and attendance recording, and budget preparation. The incumbent will also research and compile background information for reports and speeches, generate statistical reports, and coordinate the work of other office support staff. Establishing priorities, training new staff, and maintaining filing and reference systems are also key responsibilities. The Office Assistant will continuously review office procedures for efficiency and make recommendations for improvements, as well as perform other duties as required.

Required Qualifications:
Candidates must possess a minimum of secondary school education. Additionally, four years of relevant experience in office or management support work is required. Proficiency in English at a working knowledge level (level C) is mandatory. Candidates should also have very good knowledge of MS Office applications, internet usage, and office technology equipment. It is important that candidates are nationals of Rwanda or possess a valid visa/work permit and reside within commuting distance of the duty station at the time of application.

Educational Background:
The 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.

Experience:
The position requires a minimum of four 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, showcasing their skills in coordination and support within an office environment.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, intermediate knowledge of French (level B) is desirable, and a working knowledge of Kinyarwanda (proficiency - level C) is also beneficial, as it may enhance communication within the local context.

Additional Notes:
The position is classified under General Service Staff, which means that candidates must be local nationals or possess a valid work permit and reside within commuting distance of Kigali. The role is full-time, and the incumbent will be expected to work independently while also collaborating with various teams within the organization. The position may involve a contract duration that aligns with the needs of the FAO Representation in Kigali.