Office Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO has a mission to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. The organization operates in over 130 countries and employs thousands of staff members who work collaboratively to support sustainable agricultural practices and improve food systems worldwide. FAO's commitment to environmental sustainability is integral to its strategic objectives and operations, aligning with the 2030 Agenda for Sustainable Development.

Job Overview:
The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the office within the Programme Support Unit at FAO headquarters in Rome. This position involves coordinating and performing a wide range of office support, management support, and administrative tasks. The Office Assistant is responsible for maintaining the quality and consistency of office workflows and information management. The role requires a proactive approach to managing the supervisor's calendar, coordinating meetings, and providing administrative support for various office functions. The incumbent must demonstrate strong organizational skills and the ability to handle sensitive and confidential information with discretion. Additionally, the Office Assistant will work closely with colleagues and external clients, providing procedural guidance and support to ensure effective communication and collaboration within the office.

Duties and Responsibilities:
The Office Assistant's duties include screening requests for appointments, maintaining the supervisor's calendar, confirming schedules, and arranging appointments. The incumbent will also coordinate office support services for meetings, trainings, and special projects, attend meetings, prepare minutes, and monitor follow-up activities. Other responsibilities include reviewing and processing incoming mail and correspondence, preparing draft responses, and ensuring quality control for outgoing documents. The Office Assistant will perform various administrative duties such as managing contract extensions, leave and attendance recording, and budget preparation. The role also involves researching and compiling background information for reports and speeches, coordinating the work of other office support staff, and maintaining filing and reference systems. The Office Assistant will also be responsible for updating office websites and performing other duties as required.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of four years of relevant experience in office or management support work. A working knowledge of English at proficiency level C is required, along with very good knowledge of MS Office applications and office technology equipment. Candidates should also demonstrate strong communication skills, teamwork abilities, and a focus on results. Technical skills in communication and documentation standards, as well as knowledge of corporate computerized financial, travel, and human resources systems, are essential for this role.

Educational Background:
The minimum educational requirement for this position is a secondary school education. This foundational education is essential for performing the administrative and office support tasks required of the Office Assistant.

Experience:
Candidates should have a minimum of four years of relevant experience in office or management support work. This experience should include a demonstrated ability to manage office workflows, coordinate meetings, and provide administrative support in a professional environment. Experience in proofreading documents and handling sensitive information is also desirable.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, proficiency in another FAO language such as Arabic, Chinese, French, Russian, or Spanish is considered a desirable qualification.

Additional Notes:
The position is classified under the General Service Staff category, and candidates must be nationals of Italy or possess an existing visa/work permit to be eligible for recruitment. The role is based in Rome, and candidates must reside within commuting distance of the duty station at the time of application. This ensures that staff members can travel daily between their residence and the workplace. The position may involve full-time hours, and the incumbent will be expected to work collaboratively with other staff members to achieve the office's objectives.