Office Assistant

Job title:

Office Assistant

Company:

FAO

Job description

Organizational SettingThe Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.The Governing Bodies Servicing Division (CSG) hosts the Secretariat of the Conference and the Council, and supports the Secretariats of all other Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization and sustains liaison and communication with Members.The position is located at FAO headquarters in Rome, Italy, in the office of the Director of CSG.Main PurposeThe Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.Supervision Received/ExercisedThe Office Assistant reports to the Director and receives guidance from a senior staff.
He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.Working RelationshipsThe Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.Key Functions/Results

• Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
• Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Initiate general administrative tasks in the computerized general administration, procurement, finance, travel, human resources system.
• Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.
• Provide assistance in the administrative processing of vacancy announcements and consultants’ contracts.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Perform other duties as required.

Impact Of WorkThe incumbent’s work impacts the timely and efficient delivery of office support services and on the overall output of the work unit.CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWINGMinimum RequirementsEducation: Secondary School Education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficiency – level C) of English.
IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment.Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.Competencies

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

Technical Skills

• Good knowledge of communication and documentation standards.
• Good knowledge of corporate computerized administration, procurement, finance, travel, human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.

Desirable Qualifications And Skills

• Intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• Intermediate knowledge (intermediate proficiency – level B) of Italian would be an advantage.
• Extent and relevance of experience in conference management activities in an intergovernmental environment.
• Knowledge and understanding of rules, regulations, statutory and legal instruments of FAO, in particular those pertaining to the establishment, functioning and procedures of Governing Body meetings is considered an asset

Expected salary

Location

Roma

Job date

Thu, 07 Aug 2025 06:07:06 GMT

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