Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) was established in 1945 and 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. FAO operates in over 130 countries and has a mission to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. The organization emphasizes environmental sustainability as a core component of its strategic objectives and operations, contributing to the 2030 Agenda for Sustainable Development.

Job Overview:
The Office Assistant position is integral to the smooth functioning of the Protocol Services branch (CSGP) within the Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy. The role involves performing a variety of routine administrative transactions and office support functions that contribute to the efficient running of the work unit. The Office Assistant will report to the Chief of the Protocol Services unit and will work closely with other colleagues to ensure that all administrative tasks are completed effectively. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously, ensuring that all office operations run smoothly and efficiently. The Office Assistant will also be responsible for maintaining communication with various stakeholders, both internal and external, to facilitate the flow of information and support the overall objectives of the organization.

Duties and Responsibilities:
The Office Assistant will be tasked with 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; and responding to routine internal and external inquiries. Additionally, the Office Assistant will enter, retrieve, structure, and update selected information and data from various sources, maintaining office files and reference systems according to standard procedures. The role also involves initiating, viewing, and tracking a variety of administrative transactions in computerized financial, travel, and human resources systems. The Office Assistant will support the organization and administration of meetings, workshops, and events, assist with travel arrangements, ensure the availability of office supplies, and maintain office equipment. Other duties may be assigned as required, reflecting the dynamic nature of the role and the needs 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 (proficiency - level C) of English is required, along with knowledge of MS Office applications and office technology equipment. Candidates must also 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. Competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing and continuous improvement are essential for success in this role.

Educational Background:
The educational requirement for this position is a secondary school education. This foundational level of education is essential for understanding the administrative tasks and responsibilities associated with the Office Assistant role, as well as for effective communication and documentation standards within the organization.

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 manage office functions effectively and efficiently. Familiarity with the workings of international organizations or governmental bodies would be advantageous, as it would provide context for the specific administrative procedures and protocols that the Office Assistant will encounter.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, it is desirable for candidates to have an intermediate knowledge (intermediate proficiency - level B) of another FAO official language, which includes Arabic, Chinese, French, Russian, or Spanish. Good knowledge of Italian is also beneficial, particularly the ability to draft correspondence in Italian, as this will enhance communication within the local context and with Italian stakeholders.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must 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. The role is full-time, and the successful candidate will be expected to engage in a variety of administrative tasks that support the overall mission of the FAO. The Office Assistant will work in a collaborative environment, contributing to the team's success and the organization's objectives.