Office Assistant

Overview

Provide comprehensive support for country office daily operations, including document processing, records management, correspondence handling, meeting and travel coordination, procurement support, and logistical arrangements.

Key Responsibilities

• Assist in coordinating communications between the FAO Representative (FAOR) and internal/external partners.
• Responsible for FAOR’s calendar, scheduling meetings, following up on appointments and related materials.
• Provide support to the FAOR during meetings and field visits, including logistical arrangements, coordination, and translation as required.
• Work closely with the Communications and Networking coordinator to insert and/or update social media, and the FAO Mongolia Website.
• Copy, print, bind, distribute both internally and externally, and arrange publications as needed.
• Draft routine correspondence, prepare documents for signature, and generate letters and emails as needed.
• Maintain up-to-date contact information databases, including protocol lists.
• Monitor, register, and process all incoming and outgoing correspondence, internal memos, business letters, emails, and other communications for the office.
• Check the FAO post box located at the office premises on a daily basis.
• Regularly check the FAO post box at the Ministry of Foreign Affairs as per the established schedule.
• Prepare Note Verbale for communication with the international community.
• Collaborate with the Admin Assistant to make travel arrangements, including visas and accommodations.
• Organize meetings, prepare agendas, provide logistical and administrative support during travel, including note-taking and translation.
• Receive and greet visitors at all levels of seniority and inform the security personnel.
• Provide support to e admin specialist to monitors drivers’ overtime and timesheets and schedule arrangements.
• Assist in organizing events, providing logistical support and coordination as required.
• Screen mails, and phone calls and ensure that appropriate parties receive the information from FAOR.
• Respond and/or receive calls directed to the FAO Representative's office and efficiently convey external phone calls to the relevant staff members.
• Register and keep track of visibility items, ensuring proper maintenance and utilization.
• Responsible for regular office maintenance and office supply, coordinating with relevant service providers for repairs, and maintenance tasks.
• Provide IT support to the staff when required.
• Any other duties as required

Required Experience

A minimum of five years of relevant experience in secretarial, office administration, executive assistant, or management support roles.

Qualifications

Bachelor's degree in Agriculture, Agroforestry, Business Administration, Public Administration, Management or a related field, or equivalent academic qualifications.

Other Details