Office Assistant

Job Posting Organization:
The Office of Climate Change, Biodiversity and Environment (OCB) is a vital part of the Food and Agriculture Organization (FAO) that focuses on addressing the pressing issues of climate change, biodiversity loss, and environmental degradation. Established to coordinate responses to these challenges, OCB plays a crucial role in facilitating access to climate and environmental financing, such as the Global Environment Facility (GEF) and the Green Climate Fund (GCF). The office also oversees significant programs like the Globally Important Agricultural Heritage Systems (GIAHS) Programme and the Treaty on Plant Genetic Resources for Food and Agriculture. OCB is dedicated to supporting FAO Members in their efforts to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security while addressing environmental concerns, making it a key player in global environmental governance.

Job Overview:
The Office Assistant position is integral to the smooth operation of the Office of Climate Change, Biodiversity and Environment (OCB) at FAO headquarters in Rome, Italy. The role involves coordinating and performing a wide range of office support and administrative tasks that ensure efficient office management. The Office Assistant is responsible for maintaining the quality and consistency of office workflows and information dissemination within the unit. This position requires a proactive approach to managing priorities and making independent decisions regarding office operations. The Office Assistant will also provide guidance to other support staff, ensuring that the office runs smoothly and effectively, which is essential for the successful achievement of the office's mandate.

Duties and Responsibilities:
The Office Assistant will undertake a variety of duties, including but not limited to: screening requests for appointments with the supervisor, maintaining the supervisor's calendar, confirming schedules, and arranging appointments. The role also involves receiving visitors, managing telephone calls, and responding to sensitive queries and correspondence. The Office Assistant will coordinate office support services for meetings, trainings, seminars, and special projects, including preparing minutes and monitoring follow-up activities. Additionally, the incumbent will review, record, and process incoming mail and correspondence, prepare draft responses, and ensure quality control for outgoing documents. Administrative duties such as managing contract extensions, leave and attendance recording, and budget preparation will also be part of the responsibilities. The Office Assistant will research and compile background information for reports and speeches, generate statistical reports, and coordinate the work of other office support staff. Maintaining filing systems, reviewing office procedures for efficiency, and updating office websites are also key functions of this role.

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. Proficiency in English at a working knowledge level (Level C) is required, along with very good knowledge of MS Office applications and office technology equipment. The role demands strong communication skills, teamwork, and the ability to build effective relationships. Candidates should also demonstrate knowledge sharing and continuous improvement competencies, as well as technical skills related to communication and documentation standards, corporate financial systems, and administrative procedures.

Educational Background:
The educational requirement for this position is a secondary school education. This foundational education is essential for understanding the administrative and operational tasks that the Office Assistant will be responsible for, ensuring that they can effectively support the office's functions and contribute to its overall success.

Experience:
The position requires a minimum of four years of relevant experience in office or management support work. This experience should encompass a variety of administrative tasks and responsibilities, demonstrating the candidate's ability to manage office operations effectively and efficiently. Prior experience in a similar role will be highly beneficial, as it will provide the necessary skills and knowledge to excel in this position.

Languages:
A working knowledge of English (proficiency - Level C) is mandatory for this position. Additionally, having proficiency in one of the other official languages of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is considered a desirable qualification. This multilingual capability will enhance communication within the diverse environment of the FAO and facilitate better collaboration with international stakeholders.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must 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 is full-time, and the incumbent will be expected to work independently while also collaborating with other staff members. The Office Assistant will play a crucial role in ensuring the efficient running of the office, which directly impacts the achievement of the organizational unit's mandate. Candidates should be prepared to handle confidential matters with a high degree of discretion.