Office Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations. With presently 194 member states, and working in more than 130 countries worldwide, including South Africa. FAO contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation into 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 objective 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.

Reporting Lines

The incumbent will work under the direct supervision of Assistant FAO Representative (Administration) and in close coordination with the Administration and Operations Unit of FAO South Africa, under the overall guidance of the FAO Representative.

Technical Focus

Provision of efficient and reliable office support services to ensure a professional, safe and well-functioning working environment. The role focuses on maintaining office accessibility by keeping a record of all office door codes, supporting administrative and logistical tasks, managing office supplies and deliveries, and assisting in safety and security compliance within FAO Representation Country Office.

Tasks and responsibilities

• Provide general administrative tasks and clerical support (e.g., filing, photocopying, managing correspondence).
• Assist in organizing meetings, workshops, and events.
• Maintain office supplies and inventory.
• Accompany visiting internal and external stakeholders when they visit the UN House, as required.
• Perform data entry and maintain records.
• Assist with local travel arrangements and logistics.
• Helping in the preparation and organization of office materials, office files, document archives (physical and electronic)
• Register incoming and outgoing correspondence, parcels, official documents, and courier service.
• Assist staff in retrieving administrative documents and records when required
• Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events;

Perform other duties as requested.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Completed High school diploma or equivalent
• At least 3 years of relevant experience in office support, cleaning, or facility maintenance.
• Working knowledge (level C) of English
• National of South Africa or resident of the country with valid work permit.

FAO Core Competencies

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

Selection Criteria

• Basic understanding of workplace safety, hygiene, and administrative tasks.
• Reliable, punctual, and able to follow instructions with minimal supervision.
• Good communication and interpersonal skills for interacting with staff, visitors, and building management.
• Ability to perform physical tasks (lifting, cleaning, running errands) as required