Office Assistant

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Position Title: Office Assistant
Location: Rome
Country: Italy
Deadline Date:

Job Details

Job Posting Organization:
The Global Alliance Against Hunger and Poverty (GAAHP) was initiated under the G20 Presidency of Brazil with the mission to eradicate poverty, hunger, and malnutrition globally. The organization operates through a Support Mechanism hosted by the Food and Agriculture Organization (FAO) and aims to provide sustained political impetus and a menu of policy instruments to address these critical issues. The GAAHP has established offices in Rome, Brasilia, Addis Ababa, Bangkok, and Washington, focusing on various pillars such as national policy implementation, financial support, and knowledge sharing. The organization emphasizes collaboration among its members to adapt and implement effective policy interventions tailored to specific national contexts.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit within the Rural Transformation and Gender Equality Division at FAO headquarters in Rome. This position involves performing a variety of routine administrative tasks and office support functions. The Office Assistant is expected to act independently on routine matters while consulting with supervisors on more complex issues. The role requires effective communication and collaboration with colleagues to facilitate the exchange of information and provide standard office support services. The Office Assistant will be responsible for drafting correspondence, managing office files, and supporting the organization of meetings and events, thereby contributing to the overall effectiveness of the team.

Duties and Responsibilities:
The Office Assistant's duties include typing, formatting, and drafting routine correspondence; collating reports, presentations, and other documentation; managing incoming calls and visitors; responding to routine inquiries; entering and updating information in various systems; maintaining office files and reference systems; initiating and tracking administrative transactions; organizing meetings and events; arranging travel logistics; ensuring the availability of office supplies; and performing other related duties as required. The role is integral to the administrative support structure of the organization, and the Office Assistant's actions will reflect on the work unit's performance.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of two years of relevant experience in office support work. Proficiency in English at a working knowledge level (C) is required, along with familiarity with MS Office applications and office technology. Candidates must also be nationals of Italy or possess a valid visa/work permit and reside within commuting distance of the duty station at the time of application. The role requires competencies such as results focus, teamwork, communication, and building effective relationships, as well as technical skills related to communication standards and administrative procedures.

Educational Background:
The minimum educational requirement 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.

Experience:
The position requires at least two years of relevant experience in office support work. This experience should encompass a range of administrative functions, demonstrating the candidate's ability to manage office tasks effectively and contribute to the overall efficiency of the work unit.

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

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be locally recruited. The role is full-time, and the Office Assistant will be expected to work within commuting distance of the FAO headquarters in Rome. The position does not specify a contract duration, but it is essential for candidates to understand that they must meet residency requirements to be eligible for this role. The organization values competencies such as results focus, teamwork, and effective communication, which are critical for success in this position.