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 the European Union, with its headquarters located in Rome, Italy. The organization operates in over 130 countries worldwide, focusing on various aspects of food security, agriculture, and sustainable development. FAO's mission emphasizes the importance of environmental sustainability and the well-being of communities reliant on fisheries and aquaculture, making it a pivotal player in global food systems.

Job Overview:
The Office Assistant plays a crucial role in supporting the Fisheries and Aquaculture Division (NFI) at FAO, particularly within the Assessment and Management Team (NFIFM) as part of the EAF-Nansen Programme. This position is essential for ensuring the smooth operation of administrative tasks that contribute to the overall efficiency of the work unit. The Office Assistant is expected to perform a variety of routine administrative transactions and office support functions, which include managing correspondence, organizing meetings, and maintaining office files. 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 across the organization, facilitating communication and collaboration within the team.

Duties and Responsibilities:
The Office Assistant is responsible for a comprehensive set of duties that include: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and other documentation; receiving and directing telephone calls and visitors; screening and sending emails; responding to routine inquiries and referring them to appropriate contacts; entering, retrieving, structuring, and updating information and data from various sources; setting up and maintaining office files and reference systems; initiating and tracking administrative transactions in computerized systems; supporting the organization and administration of meetings, workshops, and events; assisting with travel arrangements; ensuring the availability of office supplies; and performing other duties as required. The impact of these responsibilities is significant, as they contribute to the overall effectiveness of the team and the successful execution of the EAF-Nansen Programme's objectives.

Required Qualifications:
Candidates must meet the following minimum requirements: a secondary school education, two years of relevant experience in office support work, and a working knowledge (proficiency - level C) of English. Additionally, candidates should possess knowledge of MS Office applications, internet usage, and office technology equipment. It is important for candidates to 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.

Educational Background:
The educational background required for this position is a secondary school education. This foundational level of education is essential for performing the administrative tasks associated with the Office Assistant role, ensuring that candidates have the necessary skills to manage office functions effectively.

Experience:
The position requires a minimum of two years of relevant experience in office support work. This experience should encompass a range of administrative tasks, demonstrating the candidate's ability to handle various office functions efficiently and effectively. Previous experience in a similar role will be advantageous, particularly in environments that require strong organizational and communication skills.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, having an intermediate knowledge (level B) of French is considered desirable, as it may enhance communication within the organization and with international stakeholders.

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 candidates will be assessed based on their competencies, including results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills in communication and documentation standards, as well as familiarity with FAO's procedures, are also important for success in this role.