Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an international organization that leads global efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO aims to achieve 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 more than 12,000 employees. FAO's mission is to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems, contributing to the achievement of the 2030 Agenda for Sustainable Development. The FAO Liaison Office in Japan (LOJ) plays a crucial role in liaising with the Government of Japan, civil society, and international organizations based in Yokohama, ensuring effective collaboration and communication.

Job Overview:
The Office Assistant position at the FAO Liaison Office in Japan is pivotal for ensuring the smooth and efficient 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 maintaining the quality and consistency of the flow of office work and information within the unit. The Office Assistant will report to the Liaison Officer and may receive guidance from the Director of LOJ. The position requires a proactive approach, as the incumbent will operate independently, make decisions on work priorities, and exercise initiative in dealing with unique cases. The Office Assistant will also provide guidance and advice to other office support staff, fostering a collaborative work environment.

Duties and Responsibilities:
The Office Assistant will have a comprehensive 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 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, including attending meetings, preparing minutes, and monitoring follow-up activities. The role involves reviewing, recording, distributing, and processing incoming mail and correspondence, preparing draft responses, and ensuring quality control for outgoing documents. Administrative duties such as contract extensions, leave and attendance recording, and budget preparation will also be 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 incumbent will create and maintain filing systems, review office procedures for efficiency, and make recommendations for improvements. Other duties may be assigned as required.

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 mandatory, along with very good IT skills, particularly in MS Office applications and office technology equipment. The role requires candidates to be nationals of Japan or possess a valid visa or work permit to work in the country, as General Service Staff are recruited locally.

Educational Background:
The educational requirement for this position is a secondary school education. This foundational education is essential for understanding and performing the various administrative and office support tasks required in this role.

Experience:
Candidates should have a minimum of four years of relevant experience in office or management support work. This experience is crucial for ensuring that the Office Assistant can effectively handle the diverse responsibilities of the position, including administrative tasks, communication, and coordination of office activities.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, a working knowledge of Japanese is desirable, as it will facilitate communication within the local context. Intermediate proficiency in another FAO official language (Arabic, Chinese, French, Russian, or Spanish) is also considered a valuable asset.

Additional Notes:
The position is classified as General Service Staff, which means that candidates must be nationals of Japan or possess a valid work permit. The role is expected to be full-time, and candidates must reside within commuting distance of the duty station at the time of application. This ensures that the Office Assistant can efficiently commute to work daily. The position may involve various administrative duties that require a high level of organization and attention to detail, as well as the ability to work collaboratively with other staff members.