Office Assistant

Job DescriptionOffice Assistant ********)Job Posting: 16/Oct/**** – Closure Date: 30/Oct/****, 3:59:00 PMOrganizational Unit: FLBRA – FAO Representation in BrazilJob TypeNon-staff opportunities – Personal Services Agreement (PSA)FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO members in all regions.Primary LocationDuration: 11 monthsOrganizational SettingThe 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 works in partnership with the Government of Brazil, international cooperation partners, civil society, academia, and the private sector to promote sustainable agriculture, food systems transformation, and rural development.Reporting LinesThe incumbent reports to the FAO Representative in Brazil.Technical FocusThe Office Assistant provides administrative, logistical, and communication support to ensure the efficient operation of the FAO Representation in Brazil.Tasks and ResponsibilitiesProvide and coordinate communication, information, documentation, administrative, and protocol support processes for the FAO Representation.Manage calendars of the FAO Representative and Assistant FAO Representatives; schedule appointments; brief supervisors before meetings and missions.Screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation; report pertinent material to supervisors and manage follow-ups.Respond to telephone, e-mail, and personal enquiries; refer non-recurring matters to respective units.Draft and format reports or revise presentations and publications.Maintain control of records and files; update the office's management information system, spreadsheets, files, and databases.Conduct complex research, prepare briefs and summary notes in a concise format.Assist in the coordination of protocol liaison activities with the Host Government.Coordinate logistics of meetings and events, including facilities, equipment, catering, travel arrangements, and participant correspondence.Take minutes at internal and official meetings.Monitor FAOBR records and staff meeting records.Carry out administrative functions such as travel arrangements and event arrangements for the country office.Perform other related duties as required.Candidate ProfileUniversity degree (bachelor's degree) in Administration, International Relations, or related areas.At least five years of relevant professional experience as Executive Secretariat.Working knowledge (level C) of English and Portuguese.Brazilian nationality or resident of Brazil with a valid work permit.Knowledge of Spanish is an asset.Core Competencies and Technical SkillsKnowledge sharing and continuous improvement.Planning and organizing meetings and events.Excellent communication skills.Experience in travel arrangements and event organization.Proficiency with MS Word, Excel, and PowerPoint.Executive Secretariat (technological) course is an asset.FAO Values and PoliciesFAO is committed to workforce diversity in terms of gender, nationality, background, and culture.All selected candidates will undergo rigorous reference and background checks.All applications will be treated with strict confidentiality.FAO staff are subject to the authority of the Director-General and may be assigned to any activity or office of the Organization.FAO has a zero-tolerance policy for sexual exploitation, abuse, and discrimination.Additional InformationFAO does not charge a fee at any stage of the recruitment process.Incomplete applications will not be considered.Applications received after the closing date will not be accepted.Only language proficiency certificates from UN-accredited providers or FAO examinations will be accepted.Appointment is subject to medical fitness, residency/visa requirements, and security clearances.How to ApplyTo apply, visit the FAO recruitment website at Jobs at FAO, complete your online profile, attach a letter of motivation, and submit your application before the deadline.Provide all required documents and records as requested.#J-*****-Ljbffr