Office Assistant (Administration)

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 who work collaboratively to support sustainable agricultural practices and policies. FAO's strategic objectives align with the 2030 Agenda for Sustainable Development, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable. The organization emphasizes environmental sustainability and works closely with various stakeholders, including UN agencies, civil society, and indigenous peoples, to promote responsible investment in agriculture and food systems.

Job Overview:
The Office Assistant (Administration) plays a crucial role in ensuring the smooth operation of the Family Farming, Parliamentary Networks and Communication for Development Unit (PSUF) 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 essential office support functions. The Office Assistant is expected to manage appointments, handle correspondence, and assist in organizing meetings and events. The role requires a proactive approach to problem-solving and the ability to work independently on routine matters while maintaining effective communication with colleagues and clients. The Office Assistant will also be responsible for maintaining accurate records and databases, ensuring that all administrative processes are carried out efficiently and in accordance with established standards.

Duties and Responsibilities:
The duties and responsibilities of the Office Assistant (Administration) include but are not limited to: arranging appointments for the supervisor, receiving visitors, and managing telephone calls; providing administrative and logistical support for meetings, committees, and conferences; reviewing and processing incoming mail and correspondence; drafting responses to standard communications; proofreading and formatting documents; initiating administrative tasks in financial, travel, and human resources systems; making travel arrangements and preparing travel authorizations; assisting in the processing of vacancy announcements and contracts; researching and compiling information for reports; creating spreadsheets and presentations; managing databases; and maintaining electronic and paper files. The Office Assistant may also be required to perform other duties as assigned by the supervisor.

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 required, along with good IT skills, particularly in MS Office applications and office technology. Candidates should demonstrate strong communication skills, teamwork abilities, and a results-focused mindset. Knowledge of corporate computerized administration systems, procurement, finance, travel, and human resources procedures is essential, as well as familiarity with programme and budget processes.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for performing the administrative tasks required in this role, which include managing correspondence, organizing meetings, and maintaining records. Additional training or certifications in office administration or related fields may be beneficial but are not explicitly required.

Experience:
Candidates should have at least three years of relevant experience in office support work. This experience should include a variety of administrative tasks, such as managing correspondence, organizing meetings, and providing logistical support. Familiarity with the operations of international organizations or governmental agencies may be advantageous, as it can provide insight into the specific administrative processes and protocols that are typical in such environments.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having intermediate proficiency (level B) in one of the other official languages of the Organization, which include Arabic, Chinese, French, Russian, or Spanish, is considered desirable and may enhance a candidate's application.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of Italy or possess a valid visa or work permit to be eligible for recruitment. The role is based in Rome, and candidates should 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.