Office Assistant

Job Posting Organization:
The Regional Office for Asia and the Pacific (RAP) is a key component of the Food and Agriculture Organization (FAO) of the United Nations. Established to address regional priorities for security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, agriculture, and rural development, RAP plays a crucial role in identifying, planning, and implementing FAO's priority activities across Asia and the Pacific. The office oversees a network of Country Offices and the Subregional Office for the Pacific Islands (SAP), ensuring a multidisciplinary approach to programs. RAP is responsible for developing and maintaining relationships with regional institutions and participating in various United Nations initiatives, including the Regional Conferences and Statutory Bodies. The organization aims to promote sustainable development and food security in the region, aligning its strategies with the United Nations Sustainable Development Cooperation Framework (UNSDCF).

Job Overview:
The Office Assistant position at the Regional Office for Asia and the Pacific (RAP) in Bangkok is integral to 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 office workflows and information dissemination within the work unit. The Office Assistant will report to the Deputy Regional Representative (DRR) and will also receive guidance from the Office of the director-general" style="border-bottom: 1px dotted #007bff !important;">Assistant Director-General/Regional Representative (ADG/RR). The position requires a proactive approach, as the incumbent will need to make independent decisions regarding work priorities and manage cases that may not have clear precedents. The Office Assistant will also provide guidance and support to other office staff, ensuring that all administrative functions are carried out effectively and efficiently.

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 receive visitors, manage emails, and respond to queries and correspondence, often of a sensitive or technical nature. Coordination of office support services for meetings, trainings, seminars, and special projects will be a key function, including attending meetings, preparing minutes, and monitoring follow-up activities. The Office Assistant will also review, record, distribute, and process incoming mail and correspondence, ensuring timely follow-up on pending actions. Drafting responses to various communications, performing quality control on outgoing documents, and proofreading texts for adherence to format and style are also part of the role. Additionally, the Office Assistant will handle administrative duties such as contract extensions, leave and attendance recording, and budget preparation. Researching and compiling background information for reports and speeches, coordinating the work of other office support staff, and maintaining filing and reference systems are also essential duties. The role may require the incumbent to make recommendations for improvements in office procedures and to 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 (C) is mandatory, along with very good knowledge of MS Office applications and office technology equipment. Candidates must be nationals of Thailand or possess a valid visa or work permit to be eligible for this position. General Service Staff are recruited locally, and candidates must 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 level of education is essential for understanding the administrative and operational tasks that the Office Assistant will be responsible for. While higher education may be beneficial, it is not explicitly required for this role.

Experience:
The position requires candidates to have at least four years of relevant experience in office or management support work. This experience should demonstrate the ability to handle a variety of administrative tasks, coordinate office activities, and support management functions effectively. Candidates should have a proven track record of working in similar roles, showcasing their capability to manage office workflows and provide high-quality support to senior management.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. This includes the ability to communicate effectively both in writing and orally. While English is the primary language required, additional language skills may be considered an asset, particularly if they are relevant to the regional context or the work of the FAO.

Additional Notes:
The Office Assistant position is a local recruitment role, meaning that candidates must be nationals of Thailand 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. The position may involve working under pressure and meeting deadlines, requiring a self-motivated and detail-oriented individual. The incumbent will be expected to maintain confidentiality and handle sensitive information with discretion. The role may also involve training new staff and providing guidance on administrative procedures.