Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) was established to contribute to the achievement of the 2030 Agenda through its Strategic Framework. FAO's mission is to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. The organization focuses on better production, better nutrition, a better environment, and a better life, ensuring that no one is left behind. FAO is committed to environmental sustainability, which is integral to its strategic objectives and operations. The organization operates globally, with numerous employees working across various countries to promote sustainable agricultural practices and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security.

Job Overview:
The Office Assistant position is crucial for the smooth and efficient running of the Animal Production and Health Division (NSA) at FAO headquarters in Rome, Italy. The role involves performing a variety of routine administrative transactions and office support functions. The Office Assistant will work under the overall supervision of the Director and receive guidance from the senior Office Associate. The position requires the ability to act independently in routine matters while ensuring high-quality work. The Office Assistant will interact with a wide range of colleagues and clients within the organization, providing essential administrative and office support services. This role is vital for maintaining effective communication and organization within the division, contributing to the overall success of FAO's mission.

Duties and Responsibilities:
The Office Assistant will be responsible for a comprehensive set of duties, including but not limited to: arranging appointments for the supervisor, receiving visitors, screening and sending emails, and responding to routine requests for information. The role also involves providing office, protocol, administrative, and logistics support for meetings, committees, and conferences. The Office Assistant will review, record, distribute, and process incoming mail and correspondence, following up on pending actions. Additionally, the incumbent will draft responses to standard/routine correspondence, produce complex documents and reports using word processing software, and proofread documents for accuracy and adherence to established standards. Other responsibilities include initiating general administrative tasks in computerized systems, preparing purchase orders and requisitions, making travel arrangements, assisting with vacancy announcements and consultants' contracts, and managing databases and filing systems. The Office Assistant will also perform other duties as required, contributing to the timely and efficient delivery of office support services.

Required Qualifications:
Candidates must meet the minimum requirements, including a secondary school education and three years of relevant experience in office support work. A working knowledge (proficiency - level C) of English is mandatory. Additionally, candidates should possess good knowledge of MS Office applications, internet usage, and office technology equipment. The position requires local recruitment, meaning candidates must be nationals of Italy or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of application.

Educational Background:
The educational background required for this position is a secondary school education. This foundational level of education is essential for performing the administrative tasks and responsibilities associated with the Office Assistant role effectively.

Experience:
The position requires three years of relevant experience in office support work. This experience should encompass a range of administrative tasks and responsibilities, demonstrating the candidate's ability to manage office functions efficiently and effectively.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, it is desirable for candidates to have a working knowledge of another official FAO language, such as Arabic, Chinese, French, Russian, or Spanish, which would enhance communication and collaboration within the organization.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be recruited locally. To be eligible, candidates must be nationals of Italy or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and the incumbent will be expected to manage multiple tasks simultaneously while maintaining a high level of organization and efficiency. The Office Assistant will also be assessed on competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing.