Office Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

Organizational Setting

The Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RLC develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs). The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The position is located in the Human Resources Unit of the Regional Office for Latin America and the Caribbean, RLC, in Santiago, Chile.

Reporting Lines

The Office Assistant reports directly to a Human Resources Associate.

Technical Focus

• The Office Assistant works closely with colleagues in the RLC Human Resources Unit, in Santiago, Chile, providing administrative and logistics support.
• Tasks and responsibilities

•    Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
•    Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
•    Research, compile, analyse and organize information and reference materials from various sources, including FAO's corporate system and databases for reports; create spreadsheets and presentations. 
•    manage and update databases for mailing lists and other information; and maintain electronic files.
•    Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
•    Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
•    Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce' as required.
•    Provide office assistance to the RLC HR Team in the daily tasks, including the administrative processing of vacancy announcements and consultants' contracts. 
•    Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•    Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
•    Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation. 
•    Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
•    Maintain confidentiality and handle sensitive information with discretion.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• •    High school diploma
• •    2 years of relevant experience in administrative duties and Human Resources.
• •    Working knowledge ( Level C1) of Spanish and English
• •    National of Chile or resident of the country with valid work permit.

Fao Core Competencies

• •    Results Focus
• •    Teamwork
• •    Communication
• •    Building Effective Relationships
• •    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• •    Desirable Technical Diploma or University studies in human resources, translation, interpretation, bilingual secretarial,
• •    psychology, education, or related areas
• •    Demonstrated experience working and collaborating within Microsoft Teams and using Microsoft Planner, with solid knowledge of Microsoft Outlook, Excel, and Canva.
• •    Knowledge and familiarity with administrative computerized systems such as ERP/SAP/Oracle.
• •    Desirable experience in the United Nations, including corporate policies, rules and procedures
• •    Desirable limited knowledge (Intermediate – Level B) of French

Additional Information

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/  
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ 
•  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions. 

How To Apply

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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