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 over 194 member countries and works in more than 130 countries worldwide. The organization 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. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, focusing on promoting sustainable agricultural practices and technologies.

Job Overview:
The Office Assistant position is situated within the South-South and Triangular Cooperation Division (PST) at FAO headquarters in Rome, Italy. This role is crucial for the smooth and efficient running of the work unit, as it involves performing a variety of routine administrative transactions and office support functions. The Office Assistant will report to a Programme Officer and will receive guidance from a higher graded Office Assistant. The position requires the ability to act independently in routine matters while consulting with supervisors on more complex issues. The Office Assistant will interact with colleagues from within the work unit, facilitating the exchange of routine information and providing standard office support services.

Duties and Responsibilities:
The Office Assistant will be responsible for a range of key functions, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, publications, and other documentation; receiving, screening, and directing telephone calls and visitors; responding to routine internal and external inquiries; entering, retrieving, structuring, and updating information and data from various sources; maintaining office files and reference systems; initiating and tracking administrative transactions in computerized financial, travel, and human resources 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 effectiveness of the team and the work unit.

Required Qualifications:
Candidates must meet the minimum requirements, which include a secondary school education and at least two years of relevant experience in office support work. Proficiency in English at a working knowledge level (C) is mandatory, along with knowledge of MS Office applications and office technology equipment. Competencies required for this position include a focus on results, teamwork, effective communication, building relationships, and knowledge sharing. Technical skills such as knowledge of communication and documentation standards, corporate computerized systems, and information management techniques are also essential.

Educational Background:
The educational background required for this position is a secondary school education. This foundational education is critical for performing the administrative tasks and responsibilities associated with the Office Assistant role.

Experience:
Candidates should have a minimum of two years of relevant experience in office support work. This experience should encompass a variety of administrative tasks and demonstrate the ability to work effectively in a team-oriented environment while managing routine office functions.

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

Additional Notes:
The position is based in Rome, Italy, at the FAO headquarters. While the job ad does not specify a deadline for applications, it is important for interested candidates to apply promptly. The role is likely to be full-time, and candidates may be assessed based on their ability to meet the outlined qualifications and competencies. The FAO is known for its commitment to fostering an inclusive and diverse workplace, and it encourages applications from individuals of all backgrounds.