Office 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 help eliminate hunger, food insecurity, and malnutrition. The organization works in over 130 countries and has a workforce of more than 12,000 employees. FAO's strategic framework for 2022-2031 aims to support the transformation to more efficient, inclusive, resilient, and sustainable agri-food systems, contributing to the achievement of the 2030 Agenda for Sustainable Development. The organization emphasizes environmental sustainability as a core aspect of its operations and objectives, ensuring that its initiatives align with global sustainability goals.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the FAO Representation in Liberia, located in Monrovia. This position involves coordinating and performing a wide range of office support, management support, and administrative tasks. The Office Assistant is responsible for maintaining the quality and consistency of office workflows and information dissemination within the work unit. The incumbent will report to the FAO Representative and may receive guidance from the Assistant FAO Representative (Administration). The role requires a proactive approach to managing work priorities and making independent decisions, particularly in situations that lack precedents. The Office Assistant will also provide guidance and support to other office staff, fostering a collaborative work environment.

Duties and Responsibilities:
The duties and responsibilities of the Office Assistant include, but are 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. The Office Assistant will coordinate office support services for meetings, trainings, seminars, and special projects, including preparing minutes and monitoring follow-up activities. Additionally, the role involves reviewing, recording, and processing incoming mail and correspondence, preparing draft responses, and ensuring quality control for outgoing documents. Administrative duties such as managing contract extensions, leave and attendance recording, and budget preparation are also part of the responsibilities. The Office Assistant will research and compile background information for reports and speeches, generate statistical reports, and coordinate the work of other office support staff. The role requires maintaining filing and reference systems and making recommendations for improving office procedures.

Required Qualifications:
Candidates must possess a secondary school education as a minimum requirement. Additionally, a strong background in office and management support work is essential, with a minimum of four years of relevant experience. Proficiency in English at a working knowledge level (C) is mandatory, along with very good knowledge of MS Office applications and office technology equipment. Candidates should also demonstrate competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills in communication and documentation standards, as well as familiarity with corporate computerized financial, travel, and human resources systems, are highly desirable.

Educational Background:
The educational background required for this position is a secondary school education. This foundational education is essential for understanding and performing the administrative and office support tasks expected of the Office Assistant. Candidates with additional qualifications or certifications in office management or related fields may have an advantage in the selection process.

Experience:
The position requires a minimum of four years of relevant experience in office and management support work. This experience should demonstrate the candidate's ability to handle various administrative tasks, coordinate office activities, and provide support to management. Candidates with international experience or those who have worked in similar roles within international organizations may be viewed favorably.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, having intermediate knowledge of French (level B) is considered an asset, as it may enhance communication with diverse stakeholders and contribute to the organization's multilingual environment.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of Liberia or possess a valid visa or work permit to be eligible for recruitment. The role is expected to be based in Monrovia, and candidates should reside within commuting distance of the duty station at the time of application. The Office Assistant position is a full-time role, and the successful candidate will be expected to contribute to the efficient functioning of the FAO Representation in Liberia.