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

• 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 staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) leads international efforts to defeat hunger and achieve food security for all. The FAO Representation in Brazil (FAO Brazil – FLBRA) works in close partnership with the Government of Brazil, international cooperation partners, civil society, academia, and the private sector to support the formulation and implementation of policies, programmes, and projects that promote sustainable agriculture, food systems transformation, and rural development.

The position is located at the FAO Representation in Brasília, Brazil, and provides administrative and operational support to the Office of the FAO Representative and to the technical and programmatic teams, ensuring effective coordination, communication, and implementation of FAO’s activities in the country.

Reporting Lines

The incumbent reports to the FAO Representative in FAO Brazil.

Technical Focus

The Office Assistant will provide comprehensive administrative, logistical, and communication support to ensure the efficient operation of the FAO Representation in Brazil. The incumbent will assist in managing correspondence, organizing meetings and missions, maintaining records and documentation, coordinating schedules, and will ensure the proper application of FAO administrative procedures.

Tasks And Responsibilities

The incumbent performs the following duties:

• Provide and coordinate communication, information, documentation, administrative, and protocol support processes for the FAO Representation.
• Manage the calendars of the FAO Representative and Assistant FAO Representatives; schedule appointments; brief the supervisor/s on matters before meetings and missions.
• Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from and to the FAO Representative and the country office; select and abstract pertinent material for supervisor’s review; identify complex or sensitive material for special treatment; review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system.
• Screen and place calls; respond to telephone, e-mail, and personal enquiries; refer non-recurring matters and difficult issues to respective units.
• Draft and format reports or provide revision of presentations, publications, and other documentation material for the FAOR and the country office.
• Maintain control of records and files; update the office’s management information system including spreadsheets, files, databases; provide Registry with master files containing key documents.
• Undertake complex research from various sources; select relevant information and prepare briefs and summary notes in a concise format.
• Maintain records on administrative and office support policies, procedures, and practices and guide as to their use to subordinate staff.
• Assist in the coordination of the overall protocol liaison activities with the Host Government.
• Provide technical support in the coordination of the logistics of meetings and events held in the country, including the provision of meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants.
• Take minutes at internal and/or official meetings.
• Prepare informal translations.
• Monitor the FAOBR records and the Staff Meetings records.
• Carry out administrative functions, such as travel arrangements and events arrangements for the country office
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING:

Minimum Requirements

• University degree (bachelor´s degree) in Executive Secretariat, Administration, International Relations or related areas will be given due consideration.
• At least five years of relevant professional experience as Executive Secretariat.
• Working knowledge (level C) of English and Portuguese.
• National of Brazil 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

• Excellent Planning and organising meetings and events.
• Excellent Communication skills.
• Experience in Travel arrangements and Events Organization.
• Working knowledge of Spanish would be an asset.
• Executive Secretariat (technological) course would be an asset.

Selection Criteria

• Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.).

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

Additional Information

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help or have queries, please contact: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, 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. 

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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