FAO Office Assistant

Job Posting Organization:
FAO Mongolia operates with the vision of being a leading, credible, and responsive partner in ensuring nutrition" style="border-bottom: 1px dotted #007bff !important;">food and nutrition security" style="border-bottom: 1px dotted #007bff !important;">security for the population. The organization has been involved in coordinating various projects and programs that encompass a wide range of areas including research, capacity building, natural resources management, technology transfer, food and agriculture policy, livestock production systems management, emergency and post-crisis management, forestry information, statistics, food security and nutrition, emergency response operations, crop production system management, and food quality and safety. FAO Mongolia is dedicated to enhancing the agricultural sector and improving food security through collaborative efforts and innovative solutions.

Job Overview:
The FAO Office Assistant will play a crucial role in supporting the daily operations of the FAO Mongolia office. This position requires comprehensive support in various administrative functions including document processing, records management, correspondence handling, meeting and travel coordination, procurement support, and logistical arrangements. The Office Assistant will ensure the efficient organization of office operations through meticulous record-keeping and adherence to corporate administrative procedures. The role is pivotal in contributing to the effective implementation of office operational activities, thereby supporting the overall mission of FAO Mongolia in enhancing food and nutrition security.

Duties and Responsibilities:
The Office Assistant will be responsible for a wide range of tasks including but not limited to: coordinating communications between the FAO Representative and internal/external partners, managing the FAO Representative’s calendar, scheduling meetings, and ensuring timely follow-up on appointments. The assistant will provide logistical support during meetings and field visits, assist in updating social media and the FAO Mongolia website, draft routine correspondence, maintain contact information databases, monitor incoming and outgoing correspondence, prepare Note Verbale for diplomatic communications, and collaborate with the Admin Assistant for travel arrangements. Additionally, the Office Assistant will organize meetings, greet visitors, manage office maintenance and supplies, and provide IT support as needed. The role may also involve screening calls and ensuring effective communication within the office.

Required Qualifications:
Candidates must possess a Bachelor's degree in Agriculture, Agroforestry, Business Administration, Public Administration, Management, or a related field, or equivalent academic qualifications. A minimum of five years of relevant experience in secretarial, office administration, executive assistant, or management support roles is required. Candidates must have a working knowledge of English and must be Mongolian nationals or residents with a valid work permit. The position demands excellent written and oral communication skills, strong planning and organizing abilities, and a keen attention to detail. Candidates should also demonstrate high computer literacy in MS Office applications and possess strong interpersonal and communication skills.

Educational Background:
The educational background required for this position includes a Bachelor's degree in a relevant field such as Agriculture, Agroforestry, Business Administration, Public Administration, Management, or equivalent academic qualifications. This educational foundation is essential for understanding the complexities of the role and the agricultural context in which FAO operates.

Experience:
The position requires a minimum of five years of relevant experience in roles such as secretarial, office administration, executive assistant, or management support. This level of experience is crucial for the candidate to effectively manage the diverse responsibilities associated with the role and to contribute positively to the operational efficiency of the FAO Mongolia office.

Languages:
A working knowledge of English is mandatory for this position, as it is essential for communication within the organization and with external partners. Additionally, proficiency in Mongolian is required, and knowledge of Chinese would be considered an asset, enhancing the candidate's ability to engage with a broader range of stakeholders.

Additional Notes:
This position is likely to be full-time, and candidates should be prepared to work in a multinational team environment. The role may involve occasional travel and requires a proactive approach to problem-solving and time management. Compensation and benefits details are not specified in the job ad, but candidates can expect a competitive package commensurate with their experience and qualifications.