Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (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 approximately 12,000 employees. FAO's work is guided by the 2030 Agenda for Sustainable Development, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable. The organization emphasizes environmental sustainability as a core component of its strategic objectives and operations, particularly through its Fisheries and Aquaculture Division (NFI), which addresses the economic, social, and governance aspects of fisheries and aquaculture.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Fisheries and Aquaculture Division (NFI) at FAO. This position involves coordinating and performing a wide range of office support and management tasks. The Office Assistant is responsible for maintaining the flow of information and office work, ensuring quality and consistency in all tasks. The incumbent will work closely with various colleagues and external clients, providing procedural guidance and support services. The role requires a proactive approach to managing the office environment, prioritizing tasks, and making independent decisions to enhance operational efficiency. The Office Assistant will also be involved in organizing meetings, preparing documentation, and ensuring that all office procedures are followed accurately and efficiently.

Duties and Responsibilities:
The Office Assistant's duties include screening requests for appointments, maintaining the supervisor's calendar, confirming schedules, and arranging appointments. The incumbent will receive visitors, manage emails, and respond to sensitive correspondence. Additionally, the Office Assistant will coordinate office support services for meetings, trainings, and special projects, prepare minutes, and monitor follow-up activities. Responsibilities also include reviewing and processing incoming mail, preparing draft responses, and ensuring quality control for outgoing documents. The Office Assistant will perform various administrative duties such as managing contract extensions, leave recording, budget preparation, and coordinating with other units to ensure smooth operations. The role involves researching and compiling background information for reports and generating statistical reports from databases. The Office Assistant will also coordinate the work of other support staff, establish priorities, and train new employees on administrative procedures. Maintaining filing systems and updating office websites are also part of the responsibilities, along with performing any other duties as required.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of four years of relevant experience in office or management support work. A working knowledge of English at proficiency level C is mandatory. Candidates should also have very good knowledge of MS Office applications and office technology equipment. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Competencies such as results focus, teamwork, communication, and building effective relationships are essential for success in this role. Additionally, candidates should demonstrate knowledge sharing and continuous improvement in their work.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding the administrative and operational tasks required in the role of Office Assistant. Candidates with further education or specialized training in office management or administration may have an advantage, although it is not explicitly required for this position.

Experience:
The position requires a minimum of four years of relevant experience in office or management support work. This experience should demonstrate the candidate's ability to handle administrative tasks effectively, coordinate office activities, and provide support to management. Candidates should have a proven track record of working in a similar environment, showcasing their skills in organization, communication, and problem-solving. Experience in international organizations or similar settings may be beneficial but is not mandatory.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having proficiency in another FAO official language such as Arabic, Chinese, French, Russian, or Spanish is considered desirable. This multilingual capability can enhance communication within the organization and with external stakeholders, making it a valuable asset for candidates.

Additional Notes:
The position is classified under the General Service Staff category, and candidates must be nationals of Italy or possess a valid visa/work permit to be eligible for this role. The Office Assistant position is expected to be based in Rome, and candidates should reside within commuting distance of the duty station at the time of application. This means that candidates should be able to travel daily between their residence and the workplace. The role is full-time, and the incumbent will be expected to work collaboratively with other staff members to ensure the efficient functioning of the office. Compensation and benefits will be in accordance with FAO policies and regulations.