Office Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) of the United Nations is dedicated to achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensuring that people have regular access to enough high-quality food to lead active, healthy lives. Established in 1945, FAO has grown to include 194 member countries and the European Union, with its headquarters located in Rome, Italy. The organization operates in over 130 countries worldwide, employing approximately 12,000 staff members. FAO's mission is to eliminate hunger, food insecurity, and malnutrition, make agriculture, forestry, and fisheries more productive and sustainable, reduce rural poverty, and enable inclusive and efficient agricultural and food systems. The organization also works to ensure that countries are prepared for and can respond to food crises, and it plays a crucial role in global efforts to combat climate change and promote sustainable development.

Job Overview:
The Office Assistant position is integral to the smooth functioning of the Meetings Services branch within the FAO. This role involves performing a variety of routine administrative tasks and providing essential office support functions that contribute to the efficient operation of the work unit. The Office Assistant will be responsible for managing correspondence, organizing meetings, and maintaining office files and systems. This position requires a proactive approach to problem-solving and the ability to work independently on routine matters while consulting with supervisors on more complex issues. The Office Assistant will also interact with various colleagues and stakeholders, ensuring effective communication and collaboration within the organization. The role is designed to support the planning and execution of meetings, workshops, and events, which are critical to the FAO's mission of fostering international cooperation in food and agriculture.

Duties and Responsibilities:
The Office Assistant will undertake a comprehensive range of duties, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and other documentation; receiving and directing telephone calls and visitors; screening and sending emails; responding to routine inquiries and referring them to appropriate contacts or units; entering, retrieving, structuring, and updating information and data from various sources; setting up and maintaining office files and reference systems; initiating and tracking administrative transactions in computerized systems; supporting the organization and administration of meetings, workshops, and events; assisting with travel arrangements; ensuring the availability of office supplies; maintaining 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, reflecting on both immediate and broader organizational goals.

Required Qualifications:
Candidates must possess a secondary school education and have at least two years of relevant experience in office support work. A working knowledge of English at proficiency level C is mandatory, along with familiarity with MS Office applications and office technology equipment. Candidates should also demonstrate competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills in communication and documentation standards, as well as knowledge of corporate computerized financial, travel, and human resources systems, are essential for this role. Additionally, candidates should be familiar with the organizational structure of FAO and its administrative procedures and policies.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for performing the administrative tasks and responsibilities associated with the Office Assistant role. Candidates with further qualifications in business administration, office management, or related fields may have an advantage in the selection process, although such qualifications are not explicitly required.

Experience:
Candidates should have a minimum of two years of relevant experience in office support work. This experience should encompass a range of administrative tasks, including but not limited to correspondence management, data entry, and logistical support for meetings and events. Experience in program support and business operations, particularly in planning, budgeting, and financial reporting, is highly desirable. Familiarity with the FAO's operational environment and experience in supporting intergovernmental meetings will also be beneficial.

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

Additional Notes:
This position is classified as General Service Staff, and candidates must 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. The role is full-time, and the successful candidate will be expected to work on-site at the FAO headquarters in Rome. The position does not specify a deadline for applications, but candidates are encouraged to apply as soon as possible to ensure consideration.