Office Associate

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO has a mission to achieve 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 practices and policies worldwide. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable.

Job Overview:
The Office Associate position is crucial for the effective functioning of the Office of the Director within the Plant Production and Protection Division (NSP) at FAO headquarters in Rome, Italy. The incumbent will lead and coordinate various office and management support functions, ensuring a smooth workflow and effective communication within the office. This role requires a deep understanding of office policies and procedures, as well as the ability to provide guidance to managers and staff. The Office Associate will be responsible for managing a diverse range of correspondence and documentation, often of a sensitive nature, and will play a key role in organizing high-level meetings and maintaining the supervisor's calendar. The position demands a proactive approach, with the ability to work autonomously while also supervising other office support staff and coordinating activities across the division.

Duties and Responsibilities:
The Office Associate will undertake a variety of duties, including but not limited to: analyzing, managing, and monitoring complex correspondence and documentation; providing information and guidance to staff; arranging appointments and travel; organizing high-level meetings and preparing agendas; coordinating the work of other office support staff; establishing internal procedures for document tracking; responding to inquiries and drafting responses; following up on reports and correspondence; evaluating ongoing support requirements; and ensuring the initiation of transactions in the organization's administrative systems. The role also involves adapting service provision to meet changing needs and solving operational problems as they arise.

Required Qualifications:
Candidates must possess a secondary school education and have at least five years of relevant experience in management and office support work. A working knowledge of English at proficiency level C and intermediate knowledge of another official FAO language (Arabic, Chinese, French, Russian, or Spanish) at level B is required. Additionally, candidates should have very good knowledge of MS Office applications and office technology.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding the office procedures and administrative tasks that the Office Associate will be responsible for.

Experience:
Candidates should have a minimum of five years of relevant experience in management and office support work. This experience should include familiarity with office procedures, documentation standards, and the ability to manage complex correspondence and documentation effectively. Experience in front office settings and supporting managers or senior technical staff is highly desirable.

Languages:
The position requires a working knowledge of English at proficiency level C and intermediate knowledge of another official FAO language (Arabic, Chinese, French, Russian, or Spanish) at level B. Proficiency in these languages is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is classified under the General Service Staff category, which means that 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 involves a significant degree of autonomy and initiative. Candidates will be assessed against the specified minimum requirements, and the position may involve additional responsibilities as required by the organization.