Office Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) of the United Nations is dedicated to achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensuring that people have regular access to enough high-quality food to lead active, healthy lives. Established in 1945, FAO has grown to include 194 member countries and operates in over 130 countries worldwide. The organization focuses on improving agricultural productivity, enhancing food security, and promoting sustainable management of natural resources. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, reflecting its mission to eradicate hunger and improve nutrition and food security.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Office of Strategy, Programme and Budget (OSP) at FAO headquarters in Rome. This position involves coordinating and performing a wide range of office support, management support, and administrative tasks. The Office Assistant is responsible for maintaining the quality and consistency of office workflows and information, ensuring that the office runs efficiently. The incumbent will report to the ADG/Director of OSP and will work closely with other office staff, central units, and external clients. The role requires a proactive approach to managing priorities and making decisions independently, while also providing guidance to other office support staff.

Duties and Responsibilities:
The Office Assistant's duties include screening requests for appointments, maintaining the supervisor's calendar, confirming schedules, and arranging appointments. The incumbent will also coordinate office support services for meetings, trainings, seminars, and special projects, including preparing minutes and monitoring follow-up activities. Additional responsibilities include reviewing and processing incoming mail and correspondence, preparing draft responses, and ensuring quality control for outgoing documents. The Office Assistant will perform various administrative duties such as managing contract extensions, leave and attendance recording, and budget preparation. The role also involves researching and compiling background information for reports and speeches, generating statistical reports, and coordinating the work of other office support staff. The incumbent will create and maintain filing systems, review office procedures for efficiency, and perform other duties as required.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of four years of relevant experience in office or management support work. Proficiency in English at a working knowledge level (level C) is required, along with very good knowledge of 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.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding the administrative and operational tasks required in the role of Office Assistant.

Experience:
Candidates should have at least four years of relevant experience in office or management support work. This experience should demonstrate the ability to handle a variety of administrative tasks, coordinate office activities, and provide support to management effectively.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, having proficiency in another FAO official language such as Arabic, Chinese, French, Russian, or Spanish is considered desirable and would enhance a candidate's qualifications.

Additional Notes:
This position is classified under the General Service Staff category, which means that candidates must be local residents or possess a valid visa/work permit. The role is full-time, and the incumbent will be expected to work closely with various stakeholders within the organization. The position does not specify a contract duration, but candidates should be prepared for a long-term commitment to support the office's operational needs.