Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has a mission to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. The organization operates in over 130 countries and employs thousands of staff members dedicated to improving agricultural productivity, enhancing nutrition, and promoting sustainable management of natural resources. FAO's work is guided by the 2030 Agenda for Sustainable Development, which emphasizes the importance of transforming agri-food systems to be more efficient, inclusive, resilient, and sustainable. The organization is committed to environmental sustainability, which is integral to its strategic objectives and operations, particularly through its Land and Water Division (NSL).

Job Overview:
The Office Assistant position is crucial for the smooth and efficient running of the work unit within the Land and Water Division (NSL) at FAO headquarters in Rome, Italy. The role involves performing a variety of routine administrative transactions and office support functions. The Office Assistant will report to the Programme Associate and will work under the guidance of the director" style="border-bottom: 1px dotted #007bff !important;">Deputy Director and Director's Office. The position requires the ability to act independently on routine matters while consulting with supervisors on more complex issues. The Office Assistant will interact with various colleagues within the work unit, facilitating the exchange of routine information and providing standard office support services. This role is essential for maintaining the operational efficiency of the office and ensuring that administrative tasks are completed in a timely and organized manner.

Duties and Responsibilities:
The Office Assistant will be responsible for a wide range of duties, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, publications, and other documentation; receiving and directing telephone calls and visitors; screening and sending emails; responding to routine internal and external inquiries or referring them to appropriate contacts or units; entering, retrieving, structuring, and updating selected information and data from various sources; setting up and maintaining office files and reference systems according to standard procedures; initiating, viewing, and tracking various administrative transactions in computerized financial, travel, and human resources systems; supporting the organization and administration of meetings, workshops, and events; assisting with travel arrangements, including logistics and accommodation; ensuring the availability of office supplies and appropriate maintenance of office equipment; and performing other duties as required. The Office Assistant's contributions will have a direct impact on the efficiency and effectiveness of the work unit.

Required Qualifications:
Candidates must meet the minimum requirements for this position, which include having a secondary school education and at least two years of relevant experience in office support work. Additionally, candidates should possess a working knowledge (proficiency - level C) of English and have knowledge of MS Office applications, internet, and office technology equipment. Candidates must also 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. This residency requirement ensures that candidates can travel daily between their place of work and residence.

Educational Background:
The educational background required for the Office Assistant position is a secondary school education. This foundational level of education is essential for performing the administrative tasks and responsibilities associated with the role. Candidates with additional qualifications or certifications in office administration or related fields may have an advantage, but the minimum requirement remains a secondary school education.

Experience:
The position requires candidates to have a minimum of two years of relevant experience in office support work. This experience should include familiarity with administrative procedures, office management, and the ability to handle routine office tasks efficiently. Candidates with experience working in a front office or similar environment will be particularly well-suited for this role, as they will have developed the necessary skills to manage multiple tasks and meet tight deadlines effectively.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, having proficiency in another FAO official language, such as Arabic, Chinese, French, Russian, or Spanish, is considered a desirable qualification. This multilingual capability can enhance communication within the organization and with international stakeholders, making candidates with additional language skills more competitive.

Additional Notes:
The Office Assistant position is classified as a General Service Staff role, which means that candidates must be nationals of Italy or possess an existing visa/work permit to be eligible for recruitment. The position is likely to be full-time, and candidates should be prepared to work within the organizational structure of FAO. The role may involve a contract duration that aligns with the needs of the organization, and candidates should be aware that they will be assessed against the minimum requirements outlined in the job posting.