Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO works in over 130 countries, employing thousands of staff members dedicated to achieving the 2030 Agenda for Sustainable Development. The organization focuses on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, ensuring that no one is left behind. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, particularly through its Forestry Division, which promotes sustainable forest management and addresses the environmental, social, and economic dimensions of forestry.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the FAO's Forestry Division, specifically within the FAO Governing Bodies and Global Processes team. This position involves a variety of routine administrative tasks and office support functions that are essential for the effective functioning of the work unit. The Office Assistant will be responsible for managing appointments, providing logistical support for meetings and conferences, handling correspondence, and maintaining records. This role requires a proactive approach to problem-solving and the ability to work independently on routine matters while ensuring high-quality output. The Office Assistant will also engage with various colleagues and clients within the organization, making effective communication and teamwork vital components of the job.

Duties and Responsibilities:
The Office Assistant's duties include arranging appointments for supervisors, receiving visitors, screening and sending emails, and responding to routine information requests. The role also involves providing administrative and logistical support for meetings, committees, and conferences. The Office Assistant will review, record, distribute, and process incoming mail and correspondence, ensuring timely follow-up on pending actions. Drafting responses to standard correspondence, proofreading documents for accuracy, and formatting texts according to established standards are also key responsibilities. Additionally, the Office Assistant will initiate general administrative tasks in various computerized systems, prepare purchase orders and requisitions, make travel arrangements, and assist in processing vacancy announcements and contracts. The role requires research and organization of information for reports, management of databases, and maintenance of electronic and paper files. The Office Assistant may also be required to perform other duties as necessary to support the work unit.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of three years of relevant experience in office support work. A working knowledge of English at proficiency level C is required, along with good IT skills, particularly in MS Office applications and office technology equipment. Candidates must also be nationals of Italy or possess a valid visa/work permit and reside within commuting distance of the duty station at the time of application. Competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing are essential for success in this role.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is crucial for performing the administrative tasks and responsibilities associated with the Office Assistant role effectively.

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

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having intermediate proficiency (level B) in another official FAO language such as Arabic, Chinese, French, Russian, or Spanish is considered desirable and may enhance a candidate's application.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be locally recruited. 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's work will significantly impact the timely and efficient delivery of office support services, contributing to the overall output of the work unit.