Recrutements au Sénégal

SWF recruits 01 Office Assistant

SWF recruits 01 Office Assistant



Référence
Salairexxx/ mois
LocalisationDakar / Sénégal
Expiration05 Janvier 2021
Offre visitée

Description de l’offre

Job Description – Office Assistant (2002889)

Job Description
CALL FOR EXPRESSIONS OF INTEREST – VACANCY ANNOUNCEMENT: 2002889
Office Assistant

Job Posting
: 15/Dec/2020
Closure Date
: 05/Jan/2021, 10:59:00 PM
Organizational Unit: SWF
Job Type
: Staff position
Type of Requisition: General Service
Grade Level: G-5
Primary Location
: Senegal-Dakar
Duration: Fixed term: one year with possibility of extension
Post Number: 2008240

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

FAO is committed to achieving workforce diversity in terms of gender and nationality
People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase
All applications will be treated with the strictest confidentiality

Organizational Setting

The West Africa team is primarily responsible for identifying, planning and implementing FAO’s priority activities in West Africa.
It serves as the focal point for all matters related to food, nutrition and agriculture.
In particular, the team helps to maintain and strengthen collaborative links with FAO Representatives in countries and constructive partnerships with sub-regional development organizations.
The team facilitates the provision of coordinated technical advice or assistance by FAO, as required, in accordance with the decentralized approach and the principle of subsidiarity, by serving as an entry point in West Africa and mobilizing additional expertise in all locations.

Main Purpose

The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office.
He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Supervision Received/Exercised

Under the direct supervision of the Coordinator of the FAO Sub-Regional Team for Resilience in West/Sahel Africa (REOWA) in collaboration with RAF and with technical support and advice from the relevant technical divisions, the Office Assistant will be responsible for certain administrative and secretarial tasks, logistics, human resources in REOWA-SFW.
The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents.
Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.

Key Functions/Results

• 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.

Impact Of Work

The incumbent’s work impacts directly on the smooth and efficient running of the Office.
He/ she plays a lead role in the provision of office support services for successful achievement of the organizational unit’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
Education: Secondary School Education
Experience: Four years of relevant experience in office/ management support work
Languages: Working knowledge (Level C) of French
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Very good knowledge of communication and documentation standards
• Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
• Very good knowledge of the organizational structure

Desirable Qualifications and Skills

• Familiarity with the travel procedures of the Organization
• Experience with protocol issues
• Experience with logistics Management-related activitest ( Fleet and Vehicle Management)
• Limited knowledge (level B) of English

Assessment
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency

FAO IS A NON-SMOKING ENVIRONMENT
COMMENT POSTULER ?
Apply to this job online :

https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2002889

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