FAO – Administrative Assistant

FAO, which stands for the Food and Agriculture Organization of the United Nations, is investing across all 34 provinces in Afghanistan. It is undertaking resilience-reinforcing actions that specifically focus on protecting agriculture livelihoods and local ecosystems, while simultaneously boosting local production of nutritious foods and cash incomes. Moreover, FAO is dedicated to safeguarding the critical agriculture sectoral development gains achieved over the past couple of decades through revitalizing rural markets and the economy. In 2024-2026, FAO will continue to implement emergency and longer-term, resilience-building projects and programmes in the context of the UN Strategic Framework for Afghanistan (UNSFA) and the Humanitarian Needs and Response Plan.

What are the advantages that come with being employed at FAO:

• Working at FAO provides individuals with a chance to contribute to global efforts in achieving food security, promoting sustainable agriculture, and addressing hunger and malnutrition.
• Providing employees with opportunities for international assignments, cross-cultural experiences, and exposure to diverse agricultural practices and challenges worldwide.

Job Details:
Job Title: Administrative Assistant
Unit: FAO
Job Place: Various Locations
Deadline: 04/Apr/2024

Education & Qualifications Requirements:

• High school diploma in business or public administration or a related field
• All candidates should possess computer/word processing skills.
• Ability to organize work systematically, set priorities and meet deadlines.
• Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency.
• Actively support new ideas to streamline working methods.
• Recognize sensitive and confidential material and handle it with a high level of discretion.
• Ability to communicate appropriately with high level officials and to professionally handle matters of protocol.
•  Ability to carry out and manage a high number of diverse and complex assignments and to cope with an increased volume of work during peak periods.
• High level of trustworthiness is needed. As he/she is often the first point of contact with enquirers both from within and outside the Organization, utmost tact, discretion and courtesy are essential personal attributes.
• National of Mozambique.

Work Experiences: 

• Five years of relevant experience in office/management support work.
• Work experience in more than one location or area of work.
• Extent and relevance of experience in office/management support work.

Languages:

• Working knowledge (level C) of English and Portuguese.

Career Key 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, often 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, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
• Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
• Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
• Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites.
• Perform other duties as required.

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