Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an international organization that 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. Established in 1945, FAO works in over 130 countries and has a mission to eradicate hunger, food insecurity, and malnutrition, while promoting sustainable agriculture and rural development. The organization is committed to achieving the 2030 Agenda for Sustainable Development, particularly through its Strategic Framework that emphasizes the importance of transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable. FAO's focus on environmental sustainability is integral to its operations, and it actively engages with various stakeholders to promote rights-based and sustainable development.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Indigenous Peoples Unit (PSUI) within the Partnerships and UN Collaboration Division (PSU) at FAO headquarters in Rome, Italy. This position involves performing a variety of routine administrative tasks and providing office support functions that contribute to the overall effectiveness of the work unit. The Office Assistant is expected to manage appointments, handle correspondence, and provide logistical support for meetings and conferences. The role requires a proactive approach to administrative tasks, ensuring that all office operations run smoothly and efficiently. The Office Assistant will also be responsible for maintaining communication with colleagues and clients, thereby facilitating a collaborative work environment.

Duties and Responsibilities:
The Office Assistant's duties include arranging appointments for the supervisor, receiving visitors, screening and sending emails, and responding to routine requests for information. The role also involves providing office, protocol, administrative, and logistics support for meetings, committees, and conferences. The Office Assistant will review, record, distribute, and process incoming mail and correspondence, following up on pending actions as necessary. Additionally, the position requires drafting responses to standard correspondence, using word processing software to produce complex documents and reports, proofreading documents for accuracy and adherence to established standards, and initiating general administrative tasks in various computerized systems. The Office Assistant will prepare purchase orders and requisitions, make travel arrangements, assist in processing vacancy announcements and contracts, and compile information for reports while managing databases and maintaining electronic and paper files. Other duties may be assigned as required.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of three years of relevant experience in office support work. A working knowledge of English at proficiency level C is mandatory, along with good IT skills, particularly in MS Office applications and office technology equipment. Candidates must also 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. Competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing are essential for this role. Additionally, candidates should have a good understanding of communication and documentation standards, as well as corporate computerized administration and procurement systems.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for performing the administrative tasks and responsibilities associated with the Office Assistant role effectively.

Experience:
The position requires a minimum of three years of relevant experience in office support work. This experience should encompass a variety of administrative tasks and demonstrate the ability to manage office operations efficiently. Candidates with experience in organizing meetings and handling service and consultancy contracts will be viewed favorably.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, a working knowledge of Spanish is considered an asset, enhancing the candidate's ability to communicate in a diverse workplace. Familiarity with Indigenous peoples and experience working in diverse cultural contexts are also advantageous.

Additional Notes:
This position is classified under the General Service Staff category, and 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 position is full-time, and the successful candidate will be expected to contribute to the efficient delivery of office support services, impacting the overall output of the work unit.