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 help eliminate hunger, food insecurity, and malnutrition. The organization works in over 130 countries and has a workforce of more than 12,000 employees. FAO's strategic framework aims to support the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems, contributing to the achievement of the 2030 Agenda for Sustainable Development. The organization is committed to environmental sustainability, which is integral to its strategic objectives and operations. The International Plant Protection Convention (IPPC), which is part of FAO, focuses on protecting cultivated and wild plants by preventing the introduction and spread of plant pests, with 185 contracting parties and 10 regional plant protection organizations. The IPPC Secretariat, hosted by FAO, supports the development and implementation of policies and activities of the Commission on Phytosanitary Measures (CPM).

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Integration and Support Team (IST) within the International Plant Protection Convention (IPPC) Secretariat at FAO headquarters in Rome, Italy. This position involves performing a variety of routine administrative tasks and office support functions that contribute to the overall effectiveness of the work unit. The Office Assistant is expected to handle various administrative transactions, support the organization of meetings and events, and maintain office systems and supplies. The role requires a proactive approach to problem-solving and the ability to work independently on routine matters while consulting with supervisors on more complex issues. The Office Assistant will interact with colleagues across the organization, facilitating communication and the exchange of information necessary for the team's success.

Duties and Responsibilities:
The Office Assistant is 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, screening, and directing telephone calls and visitors; responding to routine internal and external inquiries; entering, retrieving, structuring, and updating information and data from various sources; setting up and maintaining office files and reference systems; initiating, viewing, and tracking administrative transactions in computerized financial, travel, and human resources systems; supporting the organization and administration of meetings, workshops, and events; assisting with travel arrangements, including logistics and accommodation; ensuring the availability of office supplies and maintenance of office equipment; and performing other duties as required. The Office Assistant's contributions are vital to the team's ability to provide effective administrative and office support services, reflecting positively on the work unit.

Required Qualifications:
Candidates must meet the following minimum requirements: a secondary school education, two years of relevant experience in office support work, and a working knowledge (proficiency - level C) of English. Additionally, candidates should possess knowledge of MS Office applications, the Internet, and office technology equipment. General Service Staff are recruited locally, meaning candidates must be nationals of Italy or possess a valid visa or work permit to work in the country. Residency within commuting distance of the duty station is also required 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 performing the administrative tasks and responsibilities associated with the Office Assistant role effectively.

Experience:
Candidates are required to have at least two years of relevant experience in office support work. This experience should encompass a variety of administrative tasks and responsibilities that demonstrate the candidate's ability to contribute effectively to the work unit's operations.

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

Additional Notes:
The position is classified under the General Service category, and candidates must be nationals of Italy or possess a valid work permit. The role is based in Rome, Italy, and requires residency within commuting distance of the duty station. The Office Assistant position is a full-time role, and candidates will be assessed based on their qualifications, experience, and competencies relevant to the duties and responsibilities outlined in the job description.