National Administrative Assistant needed at Food and Agriculture Organization

Technical Focus

• Administration. The incumbent will also work in collaboration with relevant Administration and Programmes units in the representation, including the resilience hub (REOSA). The incumbent will play a pivotal role in managing the office of the FAOR.

Tasks and responsibilities

• Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; 
• Respond to queries and correspondence, including those of a sensitive, confidential, or technical nature.
• Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
• Review, log, distribute, and process incoming mail and correspondence.
• Track and follow up on pending actions to ensure timely completion.
• Draft responses to a variety of correspondence and communications, requiring familiarity with technical terminology and detailed office procedures. 
• Carry out quality control for outgoing documents, ensuring adherence to FAO style, format, grammar, punctuation, and overall consistency.
• Monitor the FAOZA email account and update the FAOR on daily content and messages.
• Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements. 
• Maintains confidentially on communication pertaining to the office of the Representative 
• Maintains partnership database and contact details of key partners for the office 
• Support communication workflow from the Office of the Representative to various unit in the Organization 
• Perform other Administration duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• Secondary School Education
• Three years of relevant experience in office/ management support work
• Working knowledge (proficient – level C) of English.
• National of South Africa

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
• Technical/Functional Skills
• Very good knowledge of the MS Office applications, Internet and office technology equipmenta