Office Assistant

Job Posting Organization:
The Land and Water Division (NSL) is part of the Food and Agriculture Organization (FAO) of the United Nations. Its mission is to enhance agricultural productivity while ensuring the sustainable use of land, soil, and water resources. The organization provides technical and financial assistance to member nations, helping them develop policies, programs, and best practices to address challenges related to land and water resource management. Established to promote equitable access and sustainable management of natural resources, the NSL aims to improve productivity, livelihoods, social equality, and ecosystem health services. The FAO operates in numerous countries worldwide, focusing on sustainable agricultural practices and resource management.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Land and Water Division at FAO headquarters in Rome. This position involves performing a variety of routine administrative tasks and office support functions. The Office Assistant is expected to handle correspondence, manage office files, and assist in organizing meetings and events. The role 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 colleagues to exchange information and provide standard office support services, contributing to the overall effectiveness of the work unit.

Duties and Responsibilities:
The Office Assistant is responsible for a wide range of duties, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and publications; receiving and directing telephone calls and visitors; screening and sending emails; responding to routine inquiries; entering, retrieving, structuring, and updating information and data from various sources; maintaining office files and reference systems; initiating and tracking administrative transactions in financial, travel, and human resources systems; supporting the organization of meetings, workshops, and events; arranging travel logistics; ensuring the availability of office supplies; and performing other duties as required. The Office Assistant's work directly impacts the efficiency of the team and the quality of support provided to the division.

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 required, along with familiarity with 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 required of the Office Assistant, as it provides the necessary skills for effective communication, organization, and basic office management.

Experience:
Candidates are required to have a minimum of two years of relevant experience in office support work. This experience should include familiarity with administrative procedures and the ability to manage multiple tasks effectively. Experience in a front office setting is desirable, as it indicates the candidate's ability to handle direct interactions with clients and colleagues in a professional manner.

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

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be locally recruited. This entails that applicants must either 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 candidates should be prepared to meet tight deadlines and manage multiple tasks effectively. The position offers an opportunity to work within a reputable international organization, contributing to significant global initiatives in agricultural productivity and sustainable resource management.