Office Specialist – FAO jobs in the USA
- Location: USA
- Vacancy No: N/A
- Salary: N/A
- Organization: FAO
- Gender: Both
- Deadline: 2024-03-11
Organizational Setting
The post is located in the FAO Liaison Office with the United Nations in New York (FAOLON) that was established on 16 March 1956.
Reporting Lines
The Office Specialist will work under the supervision of the Director, FAO Liaison Office to the United Nations in New York (FAOLON), and direct supervision of the Administrative Officer.
Technical Focus
The Office Specialist performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit. The Office Specialist usually interacts with a wide variety of colleagues and visitors within the work unit and with immediate clients within the Organization, providing routine administrative and office support/receptionist services.
Tasks and responsibilities
Administrative Tasks
• Proficiently handle various tasks including processing of invoices, managing inventory, aiding in HR, and procurement related management under the guidance of the Administrative Officer.
• Maintain a filing system of administrative and financial documents.
Office workflow and welcoming of visitor’s
• Act as the front desk; support LON visitors; arrival coordination.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Act as a backup for the Office Associate and monitor LON Director’s account and handle Director’s agenda.
• Responsible for upkeeping the LON premises.
Data Management
• Retrieve, enter, select and analyze data from a wide variety of sources, including FAO’s and LON monitoring systems and data bases; verify accuracy of data documents; make necessary calculations.
• Updating databases on LON SharePoint and updating contact lists.
Meetings management
• Assist in organizing side events by aiding in preparations such as sending emails for webcasting requests, distributing event passes, and addressing other requests.
• Assist on event set-up/coordination; liaise with UN and other vendors; support on-site during events.
• Perform other duties as requested
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in administration, management, accounting and finance or any related field to the Organization
• One year of relevant experience in office support work
• Working knowledge (Level C) of English.
• Good knowledge of the MS Office applications (Word, Excel, PowerPoint, Outlook, MS Teams), Zoom, and office technology equipment
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
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 any fee at any stage of the recruitment process (application, interview, processing)
- Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
- Please 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 http://www.whed.net/
- For more information, 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.
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
FAO IS A NON-SMOKING ENVIRONMENT
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