Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international 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 works in over 130 countries worldwide, employing thousands of staff members dedicated to achieving food security for all. The organization aims to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems, contributing to the 2030 Agenda for Sustainable Development. The FAO Partnership and Liaison Office (FAO PLO) in the Republic of Korea was officially opened on May 13, 2019, and plays a crucial role in enhancing partnerships and cooperation at national, local, regional, interregional, and global levels, ensuring that no one is left behind in the pursuit of better production, better nutrition, a better environment, and a better life.

Job Overview:
The Office Assistant position is integral to the smooth operation of the FAO PLO in ROK, located in Seoul. The incumbent will coordinate and perform a wide range of office support, management support, and administrative tasks. This role is essential for ensuring the quality and consistency of the flow of office work and information within the unit. The Office Assistant will work closely with various colleagues and external clients, providing procedural guidance and information while maintaining a high standard of office operations. The position requires a proactive approach to managing office tasks and responsibilities, ensuring that the office runs efficiently and effectively to meet its mandates.

Duties and Responsibilities:
The Office Assistant will be responsible for a variety of tasks, 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 also receive visitors, screen and send 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, prepare minutes, and monitor follow-up activities. Other responsibilities include reviewing, recording, and processing incoming mail and correspondence, preparing draft responses, performing administrative duties such as contract extensions and budget preparation, and coordinating with other units to ensure smooth operations. The Office Assistant will also research and compile background information for reports, coordinate the work of other office support staff, maintain filing systems, and perform other duties as required.

Required Qualifications:
Candidates must possess a 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. The role requires strong communication skills, the ability to work effectively in a team, and a focus on results. Candidates should also demonstrate competencies in building effective relationships and knowledge sharing.

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 of Office Assistant.

Experience:
Candidates should have a minimum of 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 functions, and provide support to management and colleagues effectively.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Proficiency in additional languages may be considered an asset, but English is the primary language of communication within the organization.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of South Korea or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and the incumbent will be expected to work independently while also collaborating with other staff members. The Office Assistant will play a crucial role in ensuring the efficient running of the office, impacting the overall success of the organizational unit's mandate.