Office Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established to lead international efforts to defeat hunger. With a mission to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all, FAO ensures that people have regular access to enough high-quality food to lead active, healthy lives. Founded in 1945, FAO has grown to include 195 members, comprising 194 countries and the European Union, and operates in over 130 countries worldwide. The organization implements a diverse portfolio of projects, programs, and initiatives across various sectors, including animal production and health, fisheries, nutrition" style="border-bottom: 1px dotted #007bff !important;">food and nutrition, food systems and safety, forestry, social protection, and inclusive rural development. FAO also engages in humanitarian efforts, focusing on emergency and resilience sectors. The Office of Evaluation (OED) within FAO plays a crucial role in evaluating the strategic alignment, implementation, efficacy, and efficiency of FAO's work, providing credible evidence and insights to inform decisions and support oversight. OED values motivated candidates who aspire to contribute to FAO's mission of ending hunger through transformative knowledge generation.

Job Overview:
The Office Assistant position is located in the FAO Regional Office for Africa (RAF) in Accra, Ghana. The primary responsibility of the Office Assistant is to coordinate and perform a comprehensive range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the office. This role involves maintaining the quality and consistency of office workflows and information dissemination within the work unit. The Office Assistant will report to the Evaluation Officer and will operate independently, making decisions on work priorities and exercising initiative in handling cases without precedents. The position requires a proactive approach to managing office tasks and providing guidance to other office support staff, ensuring that all administrative functions are executed effectively and efficiently.

Duties and Responsibilities:
The Office Assistant will be responsible for a variety of key functions, 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, attend meetings, prepare minutes, and monitor follow-up activities. The role also includes 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, coordinate the work of other office support staff, and maintain filing and reference systems. The incumbent will also be expected to review office procedures and recommend improvements, as well as perform other duties as required.

Required Qualifications:
Candidates must possess a minimum of secondary school education and have at least 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 knowledge of MS Office applications and office technology equipment. Candidates must be nationals of Ghana or possess a valid visa or work permit to be eligible for this position. Additionally, candidates should demonstrate competencies in results focus, teamwork, communication, building effective relationships, knowledge sharing, and continuous improvement, as well as technical skills related to communication and documentation standards.

Educational Background:
The educational requirement for this position is a minimum of secondary school education. This foundational education is essential for performing the administrative and support tasks associated with the role effectively.

Experience:
The position requires candidates to have a minimum of four years of relevant experience in office or management support work. This experience should include familiarity with administrative procedures, handling confidential information, and providing operational support to evaluation or project-related activities. Candidates should also have experience in organizing meetings and events, as well as the ability to work independently and prioritize tasks effectively under pressure.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, intermediate proficiency in French (level B) is desirable, which would enhance communication capabilities within the organization and with external partners.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be residents of Ghana or possess a valid work permit. The role is full-time, and candidates will be assessed based on their qualifications and experience. The Office Assistant will play a vital role in ensuring the efficient operation of the office, impacting the overall effectiveness of the FAO's mission in the region.