Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an intergovernmental organization that aims 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. Established in 1945, FAO has a mission to eradicate hunger, food insecurity, and malnutrition, and to promote sustainable agricultural practices. The organization operates in over 130 countries and employs thousands of staff members worldwide, working towards the 2030 Agenda for Sustainable Development. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, ensuring that its activities contribute positively to the environment and society.

Job Overview:
The Office Assistant position is located in the Front Office of the Legal Counsel at FAO headquarters in Rome, Italy. The primary function of the Office Assistant is to perform a limited number of routine office support duties that contribute to the timely and effective accomplishment of administrative transactions and office activities within the work unit. This role is essential for maintaining the smooth operation of the office and ensuring that all administrative tasks are completed efficiently. The Office Assistant will report to one or more professional staff members and will receive guidance from a higher graded Office Assistant, allowing for close technical and procedural guidance as well as on-the-job learning opportunities. The position requires interaction with colleagues from within the immediate work unit to exchange routine information and provide standard office support services, making it a collaborative role that supports the overall functioning of the office.

Duties and Responsibilities:
The Office Assistant will be responsible for a variety of tasks including sorting, registering, and routing correspondence; typing and formatting routine documentation, tables, and reports; receiving and directing telephone calls and visitors; responding to routine inquiries and referring to appropriate contacts; entering, retrieving, structuring, and updating selected information and data from easily accessible sources; setting up and maintaining office files and reference systems according to standard procedures; initiating basic transactions in computerized financial, travel, and human resources systems upon instructions; supporting the organization and administration of meetings, workshops, and events; and performing other duties as required. The impact of the Office Assistant's work primarily affects the immediate clients served, and the role is integral to the provision of routine administrative and office support services.

Required Qualifications:
Candidates must have completed secondary school education and possess at least one year of relevant experience in office support work. A working knowledge (proficiency - level C) of English is mandatory, and candidates should also have knowledge of MS Office applications, the Internet, 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 requirement for this position is a secondary school education. This foundational level of education is essential for understanding and performing the administrative tasks required in the role of Office Assistant.

Experience:
Candidates are required to have a minimum of one year of relevant experience in office support work. This experience should demonstrate the ability to perform routine administrative tasks effectively and efficiently, as well as the capacity to handle sensitive information appropriately.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, it is desirable for candidates to have working knowledge (proficiency - level C) or intermediate knowledge (intermediate proficiency - level B) of one of the other working languages of the Organization, which include Arabic, Chinese, French, Russian, or Spanish. This multilingual capability can enhance communication within the organization and with external stakeholders.

Additional Notes:
The position is classified under the General Service Staff category, and candidates must be recruited locally. To be eligible for this position, 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 involves routine office support duties that are essential for the effective functioning of the office.