Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has a mission 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. The organization operates in over 130 countries and employs thousands of staff members who work collaboratively to promote sustainable agricultural practices, improve nutrition, and enhance the resilience of agrifood systems. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, aligning with the global 2030 Agenda for Sustainable Development. The International Plant Protection Convention (IPPC), hosted by FAO, is an international agreement aimed at protecting cultivated and wild plants by preventing the introduction and spread of plant pests, with over 185 contracting parties. The IPPC Secretariat facilitates the implementation of the Convention and develops International Standards for Phytosanitary Measures (ISPMs).

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit by performing a variety of routine administrative tasks and office support functions. This position is essential for maintaining the workflow within the IPPC Secretariat at FAO headquarters in Rome, Italy. The Office Assistant is expected to manage appointments, handle correspondence, and provide logistical support for meetings and conferences. The role requires a proactive approach to problem-solving and the ability to work independently on routine matters while also collaborating with colleagues and clients within the organization. The Office Assistant will be responsible for drafting responses to standard correspondence, proofreading documents, and ensuring adherence to established standards. This position is vital for the timely delivery of office support services and contributes significantly to the overall output of the work unit.

Duties and Responsibilities:
The Office Assistant's duties and responsibilities include but are not limited to: arranging appointments for the supervisor, receiving visitors, screening and sending emails, and responding to routine requests for information. The role involves providing office, protocol, administrative, and logistics support for meetings, committees, and conferences. The Office Assistant will review, record, distribute, and process incoming mail and correspondence, following up on pending actions. Additionally, the Office Assistant will draft responses to standard correspondence, use word processing software to produce complex documents and reports, and proofread documents for accuracy and adherence to established standards. The position also requires initiating general administrative tasks in computerized systems, preparing purchase orders and requisitions, making travel arrangements, and assisting in the administrative processing of vacancy announcements and consultants' contracts. The Office Assistant will research, compile, and organize information for reports, create spreadsheets and presentations, manage databases, and maintain electronic and paper files. Other duties may be assigned as required, contributing to the overall efficiency of 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 knowledge of MS Office applications and office technology equipment. Candidates should demonstrate strong communication skills, the ability to work effectively in a team, and a focus on results. Familiarity with corporate computerized financial, travel, and human resources systems, as well as administrative procedures and policies, is essential. Additionally, candidates should have good drafting skills for official correspondence and communications, organizational and planning skills, and the ability to work under pressure to meet tight deadlines.

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 effectively.

Experience:
Candidates are required to have a minimum of three years of relevant experience in office support work. This experience should encompass a range of administrative tasks, demonstrating the ability to manage office functions efficiently and effectively. Experience in an international organization or a similar environment is advantageous but not mandatory.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication within the diverse international environment of FAO.

Additional Notes:
This position is classified under the General Service Staff category, and 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 successful candidate will be expected to work collaboratively within a team environment. The position may involve working under pressure to meet deadlines, and candidates should be prepared for a dynamic work setting. Compensation and benefits will be in accordance with FAO policies and regulations.