Office Assistant

Job Posting Organization:
The job posting organization is the Food and Agriculture Organization (FAO), specifically within the Animal Production and Health Division (NSA). FAO was established in 1945 and has a mission to eliminate hunger, food insecurity, and malnutrition. The organization operates in over 130 countries and employs thousands of staff members dedicated to improving agricultural practices and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security worldwide. The NSA division focuses on sustainable development in the livestock sector, integrating scientific and technical expertise to promote good governance and innovative solutions for animal product production.

Job Overview:
The Office Assistant position is crucial for ensuring the smooth and efficient operation of the Sustainable Animal Production, Feed and Genetics Branch (NSAP) within the Animal Production and Health Division (NSA) at FAO headquarters in Rome, Italy. The role encompasses a wide range of routine administrative tasks and office support functions that contribute to the overall effectiveness of the work unit. The Office Assistant will be responsible for managing appointments, handling correspondence, and providing logistical support for meetings and conferences. This position requires a proactive approach to problem-solving and the ability to work independently while also collaborating with colleagues and clients within the organization. The incumbent will play a key role in maintaining the flow of information and ensuring that administrative processes are executed efficiently, thereby impacting the overall productivity of the team.

Duties and Responsibilities:
The Office Assistant will perform a variety of duties including but not limited to: arranging appointments for the supervisor, receiving visitors, screening and sending emails, and responding to routine requests for information. The role involves providing comprehensive office, protocol, administrative, and logistics support for meetings, committees, and conferences. The incumbent will review, record, distribute, and process incoming mail and correspondence, ensuring timely follow-up on pending actions. Additionally, the Office Assistant will draft responses to standard correspondence, utilize word processing software to create complex documents and reports, and proofread materials for accuracy and adherence to established standards. The position also requires initiating general administrative tasks within computerized systems related to administration, procurement, finance, travel, and human resources. The Office Assistant will prepare purchase orders and requisitions, make travel arrangements, and assist in the processing of vacancy announcements and consultants' contracts. Furthermore, the role includes researching and compiling information for reports, managing databases, and maintaining both electronic and paper files. The Office Assistant may also be required to perform other duties as assigned, contributing to the overall success of the work unit.

Required Qualifications:
Candidates must possess a secondary school education as a minimum requirement. Additionally, a minimum of three years of relevant experience in office support work is necessary. The role demands a working knowledge of English at proficiency level C, as well as good IT skills, particularly in MS Office applications and familiarity with office technology equipment. Candidates must also be nationals of Italy or possess a valid visa or work permit to be eligible for this position, as General Service Staff are recruited locally.

Educational Background:
The educational background required 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 candidates to have at least three years of relevant experience in office support work. This experience should encompass a variety of administrative functions, demonstrating the ability to manage multiple tasks and work under pressure. Familiarity with corporate administrative processes and travel management is also beneficial.

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

Additional Notes:
The position is classified under the General Service category, which means that candidates must be residents of Italy or possess a valid work permit. The role is full-time and involves working closely with various colleagues and clients within the organization. The Office Assistant will be expected to demonstrate competencies such as results focus, teamwork, communication, and building effective relationships. The position also requires a good understanding of communication and documentation standards, as well as corporate administrative systems and procedures.