National Administrative Assistant

Organizational Setting The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The main role of the FAO Country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. FAO Country Office activities include the design and implementation of country-specific field programs, liaison with local donors' representatives and active outreach activities related to FAO initiatives. The position is located in the FAO Representation in Pretoria, South Africa. 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 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. 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 equipment 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 acceptedPlease 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 For additional employment opportunities visit the FAO employment website : Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. #J-18808-Ljbffr