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Office Assistant

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FAO

18d ago

  • Job
    Full-time
    Mid Level
  • Logistics
    People, HR & Administration
  • Rome
  • 2d left

AI generated summary

  • You need secondary education, 3 years’ office support experience, full English proficiency, IT skills in MS Office, and knowledge of admin procedures. Nationals or permit holders only.
  • You will manage appointments, correspondence, logistics for meetings, travel arrangements, and administrative tasks, while maintaining files and preparing reports and documents.

Requirements

  • Minimum Requirements
  • Education: Secondary School Education.
  • Experience: Three years of relevant experience in office support work.
  • Languages: Working knowledge (full proficiency - level C) of English.
  • IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment.
  • Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
  • Competencies
  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement
  • Technical Skills
  • Good knowledge of communication and documentation standards.
  • Good knowledge of corporate computerized administration, procurement, financial, travel, human resources systems and administrative procedures and policies.
  • Desirable Qualifications and Skills
  • Good knowledge of the organizational structure.
  • Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Responsibilities

  • Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
  • Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
  • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
  • Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
  • Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
  • Initiate general administrative tasks in the computerized general administration, procurement, financial, travel, human resources system.
  • Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
  • Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.
  • Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
  • Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
  • Perform other duties as required.

FAQs

What is the application deadline for the Office Assistant position?

The application deadline for the Office Assistant position is 09/Dec/2024 at 4:59 PM.

Where is the primary location for the Office Assistant position?

The primary location for the Office Assistant position is in Rome, Italy.

What qualifications are required for this position?

The minimum qualifications required for this position include Secondary School Education, three years of relevant experience in office support work, and working knowledge (full proficiency - level C) of English.

Is this a local recruitment position?

Yes, this is a local recruitment position. General Service Staff are recruited locally from the primary location area, which is Rome, Italy.

What type of contract is offered for the Office Assistant position?

The position is a fixed-term contract for one year, with the possibility of extension.

Are there any specific competencies required for this role?

Yes, the required competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement.

What is the salary range for the Office Assistant position?

The salary will be competitive and is based on the UN salary scale for General Service positions. For more information, you can visit the UN salary survey link provided in the job posting.

Will I need to undergo any checks before being hired?

Yes, all selected candidates will undergo rigorous reference and background checks as part of the hiring process.

Who will I report to in this position?

In this position, you will report to the Senior Emergency and Rehabilitation Officer/Programme and Policy Team Leader in the Office of Emergencies and Resilience (OER).

Is there an emphasis on diversity in hiring for this position?

Yes, the FAO is committed to achieving workforce diversity in terms of gender, nationality, background, and culture, and encourages qualified female applicants, qualified nationals of non-and under-represented Members, and persons with disabilities to apply.

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FAO

Working for a sustainable world and secure #FutureofFood for all. Our actions are our future.

Non-profit
Industry
10,001+
Employees
1945
Founded Year

Mission & Purpose

The Food and Agriculture Organization (FAO) is a specialised agency of the United Nations focused on achieving global food security and eradicating hunger. The organisation works with governments, institutions, and communities to improve agricultural productivity, promote sustainable farming practices, and ensure that everyone has access to sufficient, safe, and nutritious food. FAO's ultimate mission is to end hunger and malnutrition, contributing to a world where food systems are sustainable and resilient. Their purpose is to support global efforts in creating a better future by promoting sustainable development, reducing rural poverty, and ensuring food security for all.