Office Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has over 194 member countries and works in more than 130 countries worldwide. The organization aims 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. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, particularly through its Office of Climate Change, Biodiversity and Environment (OCB).

Job Overview:
The Office Assistant position is situated within the Climate Change Team of the Office of Climate Change, Biodiversity and Environment (OCB) at FAO headquarters in Rome, Italy. The primary function of the Office Assistant is to perform a variety of routine administrative transactions and office support functions that contribute to the smooth and efficient running of the work unit. This role is crucial in ensuring that the office operates effectively, allowing the team to focus on their core responsibilities related to climate change, biodiversity, and environmental sustainability. The Office Assistant will report to the Senior Natural Resources Officer, Climate Change Team Leader, and will act independently on routine matters while consulting with supervisors on more complex issues. The position requires a proactive approach to managing office tasks and supporting the team in achieving its objectives.

Duties and Responsibilities:
The Office Assistant will be responsible for a comprehensive set of duties that include typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, publications, and other documentation. The role also involves receiving and directing telephone calls and visitors, screening and sending emails, and responding to routine internal and external inquiries or referring them to appropriate contacts or units. Additionally, the Office Assistant will enter, retrieve, structure, and update selected information and data from various sources, presenting results in a standard format. Maintaining office files and reference systems according to standard procedures, including an e-book for signatures, is also part of the responsibilities. The Office Assistant will initiate, view, and track various administrative transactions in computerized financial, travel, and human resources systems. Supporting the organization and administration of meetings, workshops, and events, including arranging for meeting rooms and other facilities, is essential. The role also includes assisting with travel arrangements, ensuring the availability of office supplies, and maintaining office equipment. Other duties may be assigned as required, reflecting the collaborative nature of the work environment.

Required Qualifications:
Candidates must possess a minimum of secondary school education and have at least two years of relevant experience in office support work. A working knowledge (proficiency - level C) of English is mandatory, and candidates should have a good understanding of MS Office applications, the Internet, and office technology equipment. Additionally, candidates should demonstrate competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing and continuous improvement. Technical skills in communication and documentation standards, as well as knowledge of corporate computerized financial, travel, and human resources systems, are also required.

Educational Background:
The educational requirement for this position is a secondary school education. This foundational level of education is essential for performing the administrative tasks associated with the role effectively. Candidates with additional qualifications or certifications in office administration or related fields may have an advantage, although they are not explicitly required for this position.

Experience:
The position requires a minimum of two years of relevant experience in office support work. This experience should ideally include familiarity with administrative procedures and practices, particularly in an international or governmental context. Candidates with experience in travel arrangements and support for meetings and workshops will be viewed favorably, as these skills are highly desirable for the role. Experience within FAO or similar organizations is also advantageous, particularly in understanding the specific administrative procedures and guidelines that govern the work environment.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. This proficiency level indicates that the candidate should be able to communicate effectively in both written and spoken English. While not mandatory, knowledge of additional languages may be considered an asset, particularly if they are relevant to the FAO's work in various regions.

Additional Notes:
The position is classified under the General Service Staff category, which means that 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 candidates should be prepared to meet tight deadlines and manage multiple tasks effectively. The Office Assistant will be expected to work collaboratively within a team environment, contributing to the overall success of the Climate Change Team's initiatives.