Office Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO has over 194 member countries and works in more than 130 countries worldwide. The organization 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. The Forestry Division (NFO) within FAO focuses on promoting sustainable forest management and addressing the environmental, social, and economic dimensions of forestry. It plays a crucial role in liaising with various stakeholders, including member countries, civil society, and the private sector, to develop effective forest policies and manage forest resources sustainably. The division also emphasizes the importance of forests in climate change mitigation and adaptation, collecting and disseminating information on global forest resources and products.

Job Overview:
The Office Assistant position is integral to the smooth operation of the Forestry Division at FAO headquarters in Rome, Italy. This role involves performing a variety of routine administrative tasks and providing essential office support functions that contribute to the efficiency of the work unit. The Office Assistant will be responsible for managing appointments, handling correspondence, and supporting meetings and conferences. The position requires a proactive approach to administrative tasks, ensuring that all office functions are carried out effectively. The Office Assistant will work closely with the Senior Forestry Officer (Project Coordinator) and will have the opportunity to learn on the job while contributing to the overall objectives of the division, particularly in relation to the Great Green Wall project, which aims to promote sustainable land management and improve rural livelihoods across multiple countries.

Duties and Responsibilities:
The Office Assistant will have a comprehensive set of duties and responsibilities, including but not limited to: arranging appointments for the supervisor, receiving visitors, screening and sending emails, and responding to routine information requests. The role also involves providing administrative and logistical support for meetings, committees, and conferences. The Office Assistant will review, record, distribute, and process incoming mail and correspondence, ensuring timely follow-up on pending actions. Drafting responses to standard correspondence and producing complex documents and reports using word processing software are also key responsibilities. The position requires proofreading documents for accuracy and adherence to established standards, initiating general administrative tasks in various computerized systems, and preparing purchase orders and requisitions. Additionally, the Office Assistant will make travel arrangements, assist in processing vacancy announcements, and compile information for reports, maintaining both electronic and paper files.

Required Qualifications:
Candidates must meet several minimum requirements to be considered for the Office Assistant position. These include a secondary school education and at least three years of relevant experience in office support work. Proficiency in English at a working knowledge level (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 or work permit to work in the country, residing within commuting distance of the duty station at the time of application.

Educational Background:
The educational background required 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:
The position requires candidates to have a minimum of three years of relevant experience in office support work. This experience should encompass a range of administrative functions, demonstrating the ability to manage office tasks efficiently and effectively. Familiarity with organizational procedures and the ability to work in a team-oriented environment are also important aspects of the required experience.

Languages:
A working knowledge of English (proficiency - level C) is mandatory for this position. Additionally, having a working knowledge of French is considered desirable, as it may enhance communication and collaboration within the organization and with various stakeholders.

Additional Notes:
The Office Assistant position is categorized under General Service Staff, which means that candidates must be locally recruited. To be eligible, candidates must be nationals of Italy or possess a valid visa or work permit. The role is expected to be full-time, and candidates should reside within commuting distance of the duty station. The position offers an opportunity to work within a dynamic international organization, contributing to significant projects aimed at sustainable development and environmental management.