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Office Assistant

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FAO

1mo ago

Applications are closed

  • Job
    Full-time
    Mid Level
  • Government & Politics
    People, HR & Administration
  • Rome

Requirements

  • Minimum Requirements
  • Education: Secondary School Education.
  • Experience: Four years of relevant experience in office/management support work.
  • Languages: Working knowledge (proficiency - level C) of English.
  • IT Skills: Very good knowledge of the 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
  • Very good knowledge of communication and documentation standards.
  • Very good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.
  • Very good knowledge of the organizational structure.
  • Desirable Qualifications And Skills
  • Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Responsibilities

  • Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; screen and send e-mails; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
  • Coordinate office support services for meetings, trainings, seminars, committees and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
  • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
  • Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
  • Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
  • Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
  • Create and maintain the work unit's filing and reference systems, including an e-book for signatures; review the efficiency of office procedures and make recommendations for improvements; update office websites.
  • Perform other duties as required.

FAQs

What is the location of the Office Assistant position?

The Office Assistant position is located in Rome, Italy.

What are the minimum education requirements for this job?

The minimum education requirement for this job is Secondary School Education.

How many years of experience are required for this position?

Four years of relevant experience in office/management support work are required.

What languages must candidates be proficient in to apply?

Candidates must have a working knowledge (proficiency - level C) of English.

Is this position for a fixed term?

Yes, this position is for a fixed term of two years with the possibility of extension.

Who does the Office Assistant report to?

The Office Assistant reports to the Director of the Office of Small Island Developing States, Least Developed Countries and Landlocked Developing Countries (OSL).

Are there any specific skills required for this role?

Yes, candidates should have very good knowledge of MS Office applications, Internet and office technology equipment, and communication and documentation standards.

Is residency in Italy a requirement for this position?

Yes, candidates must be nationals of Italy or possess an existing visa/work permit and reside within commuting distance of the duty station.

Are there any special considerations for applicants?

Yes, qualified female applicants, nationals of non-and under-represented Members, and persons with disabilities are encouraged to apply.

What type of work environment does FAO promote?

FAO promotes a non-smoking environment.

Will there be an assessment process for selected candidates?

Yes, all selected candidates will undergo rigorous reference and background checks.

How can applicants apply for the job?

Applicants can apply by visiting the recruitment website at FAO and completing their online profile, then submitting their application with required attachments.

Is there a deadline for applications?

Yes, the closure date for applications is 24th January 2025, at 4:59 PM.

Can candidates be requested to take a language test?

Yes, FAO reserves the right to request candidates to undertake a language test in the future if appropriate.

Does FAO charge a fee for the recruitment process?

No, FAO does not charge a fee at any stage of the recruitment process.

What is the goal of the Office of SIDS, LDCs, and LLDCs?

The office coordinates activities to address the special needs of vulnerable populations and countries by strengthening inter-sectoral coordination and policy planning processes.

Is knowledge of another language an asset for this position?

Yes, intermediate knowledge (intermediate proficiency - level B) of another FAO official language is considered a desirable qualification.

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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.