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 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. With over 194 member countries, FAO works in more than 130 countries worldwide, employing thousands of staff members dedicated to improving nutrition, increasing agricultural productivity, and promoting sustainable management of natural resources.

Job Overview:
The Office Assistant position is integral to the Logistics Services Division (CSL) at FAO headquarters in Rome, Italy. This role involves performing a variety of routine administrative transactions and office support functions that contribute to the smooth and efficient running of the work unit. The Office Assistant will be responsible for managing correspondence, handling telephone calls, maintaining office files, and supporting the organization of meetings and events. This position 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 play a key role in ensuring that the office environment is well-organized and that all necessary supplies and equipment are maintained.

Duties and Responsibilities:
The Office Assistant will have a comprehensive set of duties and responsibilities, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and other documentation; receiving, screening, and directing telephone calls and visitors; responding to routine inquiries; 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 this work is significant, as the Office Assistant contributes to the overall efficiency and effectiveness of the work unit.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of two years of relevant experience in office support work. A working knowledge of English at proficiency level C is mandatory, and candidates should also have knowledge of MS Office applications and office technology equipment. Additionally, 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.

Educational Background:
The educational background required for this position is a secondary school education. This foundational education is essential for performing the administrative tasks required of the Office Assistant, as it provides the necessary skills for effective communication, organization, and basic office management.

Experience:
The position requires a minimum of two years of relevant experience in office support work. This experience should include familiarity with administrative procedures, communication standards, and the ability to manage office tasks efficiently. Candidates with experience in handling sensitive information and maintaining confidentiality will be preferred, as these skills are crucial in a professional environment like FAO.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, a working knowledge of French is desirable, which would enhance communication with a broader range of stakeholders and contribute to the effectiveness of the role.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be recruited locally. The role is full-time, and the successful candidate will be expected to work within commuting distance of the duty station. The Office Assistant will be assessed against competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills in communication and documentation standards, as well as familiarity with corporate computerized systems, are also essential. The position may involve handling confidential information, and candidates with front office experience will be considered an asset.