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 mission is to help eliminate hunger, food insecurity, and malnutrition, and to make agriculture, forestry, and fisheries more productive and sustainable. The organization is committed to environmental sustainability and works on various aspects of fisheries and aquaculture, focusing on human well-being and the well-being of fishing communities.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit within the FAO Fisheries and Aquaculture Division. This position involves performing a variety of routine administrative tasks and providing office support functions. The Office Assistant is expected to manage appointments for supervisors, handle incoming correspondence, and assist in the organization of meetings and conferences. The role requires a proactive approach to administrative tasks, ensuring that all office functions are carried out effectively. The Office Assistant will work closely with professional staff and the Budget Holder for specific projects, contributing to the overall success of the team by maintaining high standards of communication and organization.

Duties and Responsibilities:
The Office Assistant is responsible for a wide range of duties, including but not limited to: arranging appointments for supervisors, receiving visitors, screening and sending emails, and responding to routine information requests. The role also involves providing logistical support for meetings, committees, and conferences, as well as reviewing, recording, and processing incoming mail and correspondence. The Office Assistant will draft responses to standard correspondence, proofread documents for accuracy, and initiate general administrative tasks in various computerized systems. Additional responsibilities include preparing purchase orders and requisitions, making travel arrangements, assisting with vacancy announcements, and compiling information for reports. The incumbent will also manage databases, maintain electronic and paper files, and perform other duties as required 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 should also demonstrate competencies such as results focus, teamwork, communication, and the ability to build effective relationships. Knowledge sharing and continuous improvement are also essential competencies for 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:
Candidates are expected to have at least three years of relevant experience in office support work. This experience should include a variety of administrative tasks that demonstrate the ability to manage office functions efficiently and effectively. Familiarity with the workings of international organizations or similar environments is advantageous.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. While not required, knowledge of Korean is considered an asset and may enhance a candidate's suitability for the role.

Additional Notes:
This 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 the incumbent's work will significantly impact the timely and efficient delivery of office support services within the organization.