Office Assistant

Job Posting Organization:
The FAO Investment Centre (CFI) is a specialized unit within the Food and Agriculture Organization (FAO) that focuses on providing investment and finance solutions aimed at enhancing the efficiency, sustainability, inclusiveness, and resilience of agrifood systems. Established to support FAO members, the Centre operates in over 120 countries, collaborating with various stakeholders including governments, international and national financing institutions, the private sector, farmers, research institutions, and academia. The CFI's mission is to improve the quality and quantity of agrifood investments through strategic investment planning, public and private investment, and innovative finance. The Centre also emphasizes knowledge sharing and capacity development to bolster investment programs at the country level. For more information about the FAO Investment Centre, its activities, partners, and organizational structure, interested parties can visit the FAO's official website.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit by performing a variety of routine administrative tasks and office support functions. This position is integral to the Near East, North Africa, Europe and Central Asia Service (CFIC) at the FAO headquarters in Rome, Italy. The Office Assistant is expected to manage routine administrative transactions, support the organization of meetings and events, and maintain office files and reference systems. The role requires a proactive approach to handling routine matters independently while also consulting with supervisors on more complex issues. The Office Assistant will interact with colleagues across the work unit, facilitating the exchange of information and providing standard office support services. This position is essential for maintaining the operational efficiency of the team and ensuring that administrative processes are executed effectively.

Duties and Responsibilities:
The Office Assistant is responsible for a comprehensive set of duties that include typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, publications, and other documentation; receiving and directing telephone calls and visitors; screening and sending emails; and responding to routine internal and external inquiries or referring them to appropriate contacts or units. Additionally, the Office Assistant will enter, retrieve, structure, and update information and data from various sources, presenting results in a standard format. The role also involves setting up and maintaining office files and reference systems according to established procedures, including managing an e-book for signatures. The Office Assistant will initiate, view, and track various administrative transactions in computerized financial, travel, and human resources systems. Furthermore, the position includes supporting the organization and administration of meetings, workshops, and events by arranging meeting rooms and other necessary facilities, as well as assisting with travel arrangements, including transport, logistics, accommodation, and documentation. The Office Assistant is also responsible for ensuring the availability of office supplies and the proper maintenance of office equipment, along with performing other duties as required.

Required Qualifications:
Candidates must possess a minimum of secondary school education and have at least two years of relevant experience in office support work. A working knowledge (proficiency - level C) of English is mandatory, and candidates should have a good understanding of MS Office applications, internet usage, and office technology equipment. Additionally, candidates must be nationals of Italy or possess a valid visa or work permit to work in Italy, residing within commuting distance of the duty station 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:
The position requires a minimum of two years of relevant experience in office support work. This experience should encompass a range of administrative functions that demonstrate the candidate's ability to manage office tasks efficiently and effectively.

Languages:
A working knowledge (proficiency - level C) of English is mandatory for this position. Additionally, having a working knowledge of French is considered an asset, enhancing the candidate's ability to communicate in a multilingual environment.

Additional Notes:
This position is classified under the General Service Staff category, which means that candidates must be recruited locally. To be eligible, candidates must be nationals of Italy or possess a valid visa or work permit and reside within commuting distance of the duty station at the time of application. The role is likely to be full-time, and candidates should be prepared to engage in a variety of administrative tasks that support the operational needs of the FAO Investment Centre.