Office Assistant

Job Advertisement

Position Title: Office Assistant
Location: Rome
Country: Italy
Deadline Date: Not specified

Job Details

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an intergovernmental organization that 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. Established in 1945, FAO has a mission to eliminate hunger, food insecurity, and malnutrition, and to make agriculture, forestry, and fisheries more productive and sustainable. The organization operates in over 130 countries and has a workforce of approximately 12,000 employees. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, contributing to the achievement of the 2030 Agenda for Sustainable Development.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the Front Office of the Legal Counsel at FAO headquarters. This position involves performing a variety of routine administrative transactions 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 exchange routine 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 efficiency of the work unit.

Duties and Responsibilities:
The Office Assistant's duties include typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, and publications; receiving and directing telephone calls and visitors; responding to routine inquiries; entering and updating information in various databases; maintaining office files and reference systems; initiating and tracking administrative transactions in financial and human resources systems; organizing meetings, workshops, and events; arranging travel logistics; ensuring the availability of office supplies; and performing other duties as required. The Office Assistant's work impacts the immediate and wider work unit, reflecting the team's effectiveness in providing administrative support.

Required Qualifications:
Candidates must possess a secondary school education and have at least two years of relevant experience in office support work. A working knowledge of English at proficiency level C is mandatory. Additionally, candidates should have knowledge of MS Office applications, internet usage, and office technology equipment. Competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing are essential for success in this role.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is necessary to perform the administrative tasks effectively and to understand the organizational procedures and policies.

Experience:
Candidates are required to have a minimum of two years of relevant experience in office support work. This experience should demonstrate the ability to handle various administrative tasks, manage office operations, and provide support in a professional environment. Experience in a legal office or similar setting is considered an asset.

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

Additional Notes:
This position is classified under the General Service Staff category, which means that candidates must be nationals of Italy or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and candidates will be assessed based on their competencies and qualifications. The FAO emphasizes the importance of handling sensitive and confidential information appropriately and encourages candidates to demonstrate their ability to multitask and meet tight deadlines.