Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO has a mission to achieve 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 employs thousands of staff members worldwide, working towards the 2030 Agenda for Sustainable Development. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable.

Job Overview:
The Office Assistant position is crucial for the smooth and efficient running of the work unit within the Language Services Branch (CSGL) at FAO headquarters in Rome, Italy. The role involves performing a variety of routine administrative transactions and office support functions. The Office Assistant will report to the Chief of Language Services and will be responsible for handling routine matters independently while consulting with supervisors on more complex issues. This position is designed for individuals who are organized, detail-oriented, and capable of managing multiple tasks efficiently. The Office Assistant will play a key role in supporting the organization's multilingualism efforts by providing essential administrative support to the Language Services Branch, which is responsible for interpretation, translation, and terminology services across all FAO languages.

Duties and Responsibilities:
The Office Assistant will be tasked with a variety of duties including but not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and publications; receiving and directing telephone calls and visitors; screening and sending emails; responding to routine inquiries and referring them to appropriate contacts; 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 of meetings, workshops, and events; assisting with travel arrangements; ensuring the availability of office supplies; and performing other duties as required. The role is integral to the team's success in providing administrative and office support services, and the actions taken by the Office Assistant will reflect on the immediate and wider work unit.

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 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. The role requires competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for understanding and performing the administrative tasks required in the role effectively.

Experience:
Candidates should have a minimum of two years of relevant experience in office support work. This experience should ideally include familiarity with administrative procedures and policies, as well as the ability to manage various office tasks efficiently. Experience in a multilingual environment or with international organizations is considered an asset.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having intermediate knowledge (level B) of another FAO official language such as Arabic, Chinese, French, Russian, or Spanish is desirable and would 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 work permit. The role is full-time and requires the Office Assistant to be within commuting distance of the FAO headquarters in Rome. The position may involve a contract duration that aligns with the needs of the organization, and candidates should be prepared for a dynamic work environment that supports the mission of FAO.