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. The organization operates in over 130 countries and has a workforce of more than 12,000 employees. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, particularly through its Animal Production and Health Division, which promotes sustainable development in the livestock sector.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the One Health and Disease Control Branch within the Animal Production and Health Division at FAO. This position involves performing a variety of routine administrative tasks that support the overall functioning of the work unit. The Office Assistant is expected to manage correspondence, maintain office files, and assist in organizing meetings and events. 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 various colleagues to exchange information and provide standard office support services, contributing to the overall effectiveness of the team.

Duties and Responsibilities:
The Office Assistant is responsible for a wide range of administrative tasks, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and publications; managing incoming calls and visitors; screening and directing emails; entering and updating information in various databases; maintaining office files and reference systems; initiating and tracking administrative transactions in financial, travel, and human resources systems; supporting the organization of meetings and events; arranging travel logistics; ensuring the availability of office supplies; and performing other duties as required. The impact of this role is significant as it supports the overall administrative functions of the work unit, ensuring that operations run smoothly and efficiently.

Required Qualifications:
Candidates must possess a secondary school education and have at least two years of relevant experience in office support work. A working knowledge of English at proficiency level C is required, along with familiarity with MS Office applications and office technology equipment. Candidates should also demonstrate competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills in communication and documentation standards, as well as knowledge of corporate financial, travel, and human resources systems, are essential.

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

Experience:
Candidates should have a minimum of two years of relevant experience in office support work. This experience should include familiarity with administrative procedures and the ability to manage multiple tasks efficiently. Experience in a similar role within an international organization or a governmental agency is highly desirable, as it provides insight into the specific administrative processes and standards expected in such environments.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having intermediate proficiency (level B) in one of the other official FAO languages—Arabic, Chinese, French, Russian, or Spanish—is considered a desirable qualification. This multilingual capability can enhance communication within the diverse environment of FAO.

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 specific contract duration has not been mentioned. Candidates will be assessed based on their qualifications and experience, and the recruitment process will focus on finding individuals who can effectively support the administrative functions of the One Health and Disease Control Branch.