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, particularly through initiatives like the International Plant Protection Convention (IPPC), which focuses on protecting cultivated and wild plants from pests.

Job Overview:
The Office Assistant position is crucial for the smooth and efficient running of the work unit within the Plant Production and Protection Division (NSP) at FAO Headquarters in Rome, Italy. The incumbent will perform a variety of routine administrative transactions and office support functions. This role requires a proactive approach to managing office tasks, ensuring that all administrative processes are executed effectively. The Office Assistant will report to the Programme Officer/Team Leader of the Implementation and Facilitation Unit and will operate independently, making decisions on work priorities and exercising initiative in dealing with cases without precedents. The position demands a high level of organization and the ability to manage multiple tasks simultaneously, contributing to the overall productivity of the team.

Duties and Responsibilities:
The Office Assistant will be responsible for a wide range of duties, including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, publications, and other documentation; receiving and directing telephone calls and visitors; screening and sending emails; 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 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 role is significant as the Office Assistant participates as part of a team in providing essential administrative and office support services, which reflects on the immediate and wider 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. Proficiency in English at a working knowledge level (C) 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.

Educational Background:
The educational requirement for this position is a secondary school education. This foundational level of education is essential for understanding and executing the administrative tasks associated with the role effectively.

Experience:
The position requires a minimum of two years of relevant experience in office support work. This experience should include familiarity with administrative processes and the ability to manage routine office tasks efficiently. Candidates with experience in travel arrangements and support for organizing large international meetings, events, workshops, and training sessions will be viewed favorably.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, having intermediate knowledge (level B) of another FAO official language such as French, Arabic, Chinese, Russian, or Spanish is considered desirable and will enhance a candidate's profile.

Additional Notes:
This 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. The role is based in Rome, Italy, and candidates must reside within commuting distance of the duty station at the time of application. The Office Assistant will work full-time and will be expected to demonstrate competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills related to communication and documentation standards, as well as knowledge of corporate computerized financial/travel/human resources systems and administrative procedures, are also essential.