FAO 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. The FAO Liaison Office in Geneva plays a crucial role in liaising with the Government of Switzerland and various international organizations, promoting FAO's work and ensuring that its governing body decisions are integrated into policy dialogues.

Job Overview:
The Office Assistant position is integral to the smooth operation of the FAO Liaison Office with the United Nations in Geneva. The incumbent will coordinate and perform a wide range of office support and administrative tasks, ensuring that the office runs efficiently. This role requires a proactive approach to managing office workflows, maintaining quality and consistency in communications, and providing support to senior staff. The Office Assistant will be responsible for managing the supervisor's calendar, coordinating meetings, and ensuring that all office support services are effectively executed. This position also involves liaising with various stakeholders, both internal and external, to facilitate communication and collaboration within the office and beyond.

Duties and Responsibilities:
The Office Assistant will have a diverse set of responsibilities, including but not limited to: screening requests for appointments and managing the supervisor's calendar; confirming schedules and arranging appointments; receiving visitors and managing correspondence; coordinating office support services for meetings, trainings, and special projects; preparing minutes and monitoring follow-up activities; reviewing and processing incoming mail; drafting responses to correspondence; performing administrative duties such as contract extensions and budget preparation; researching and compiling background information for reports; coordinating the work of other office support staff; maintaining filing systems; and recommending improvements to office procedures. The role requires a high level of organization and attention to detail, as well as the ability to handle sensitive information with discretion.

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. Proficiency in English is required, and candidates should have very good knowledge of MS Office applications and office technology. Additionally, candidates must be nationals of Switzerland or possess a valid work permit and reside within commuting distance of the duty station.

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

Experience:
Candidates should have at least four years of relevant experience in office or management support work. This experience should demonstrate the ability to manage office workflows, coordinate administrative tasks, and support senior staff effectively. Experience in a similar international or intergovernmental organization is advantageous.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, intermediate knowledge (level B) of another FAO official language such as Arabic, Chinese, French, Russian, or Spanish is desirable and would enhance a candidate's profile.

Additional Notes:
The position is classified under the General Service category, and candidates must be locally recruited, meaning they should be nationals of Switzerland or hold a valid work permit. The role is full-time, and the incumbent will be expected to work within commuting distance of the office. The position may involve additional responsibilities as required, and candidates should be prepared to adapt to the dynamic needs of the office.