Office Assistant

The Office Assistant supports FAO's Liaison Office in Japan by coordinating office and management support services in Yokohama. The role manages calendars, correspondence, meetings and filing; processes administrative and budget activities; prepares reports and background materials; coordinates support staff; and ensures efficient information flows, procedural compliance and office operations.

• Manage appointment requests, calendars, visitors, emails, queries and sensitive correspondence
• Coordinate office support for meetings, trainings, seminars, committees, projects and events
• Process incoming correspondence, prepare draft responses and quality-control outgoing documents
• Perform administrative duties including contract, leave, attendance and budget follow-up activities
• Research and organise background materials and generate reports from databases
• Coordinate, train and support office-support staff and establish work priorities
• Maintain filing and reference systems and update office websites

• Secondary school education
• Four years of relevant office or management support experience
• Working knowledge of English at level C
• Very good knowledge of Microsoft Office applications, internet and office technology equipment
• Japanese nationality or an existing valid Japanese work visa or permit with residence within commuting distance of the duty station

• Working knowledge of Japanese
• Intermediate knowledge of another FAO official language
• Experience in procurement-related activities and processes

• Office Administration
• Calendar Management
• Meeting Coordination
• Correspondence Management
• Document Quality Control
• Records Management

• Microsoft Office
• Internet
• Office Technology Equipment
• Corporate Financial Systems
• Travel Systems
• Human Resources Systems