Office Assistant

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.).