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Office Assistant

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FAO

6d ago

  • Job
    Full-time
    Junior Level
  • Legal
    People, HR & Administration
  • Rome
  • 7d left

AI generated summary

  • You need secondary school education, 2 years of office support experience, English proficiency, MS Office skills, and local residency. Strong communication and multitasking abilities are essential.
  • You will handle correspondence, manage calls and visitors, update data, maintain files, track transactions, organize meetings, arrange travel, ensure office supplies, and perform various duties as needed.

Requirements

  • Education: Secondary School Education.
  • Experience: Two years of relevant experience in office support work.
  • Languages: Working knowledge (proficiency - level C) of English.
  • IT Skills: 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
  • Good knowledge of the communication and documentation standards.
  • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
  • Good knowledge of the organizational structure.
  • Experience in multitasking against tight deadlines.
  • Proven capacity to handle sensitive and/or highly confidential information in an appropriate manner.
  • Desirable Qualifications and Skills
  • Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
  • Prior experience in the legal office of another International Organization, or private law firm.
  • Experience in assistance to Governing Bodies, including assisting in the preparation of pre-, in- and post-session documents, and in liaising with Members.
  • Readiness to develop and apply new IT skills.
  • Experience in processing, drafting, editing, proofreading and finalizing for signature/approval a variety of specialized documentation, reports, correspondence and other communications.
  • Ability to conduct research and compile case-related materials for use in the preparation of legal opinions and legal recommendations by Legal Officers.
  • Ability to handle, or refer to the appropriate officer, a variety of verbal and written inquiries from internal and external parties, including providing information on processes and procedures.

Responsibilities

  • Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
  • Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
  • Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
  • Set up and maintain office files and reference systems according to standard procedures.
  • Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems.
  • Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities).
  • Assist with arranging for travels: organize transport, logistics, accommodation, documents.
  • Ensure availability of office supplies and appropriate maintenance of office equipment.
  • Perform other duties as required.

FAQs

What is the closing date for applications for the Office Assistant position?

The closing date for applications is 17 February 2025 at 4:59 PM.

Where is the primary location for the Office Assistant position?

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

What is the duration of the contract for this position?

The duration of the contract is fixed-term for two years, with the possibility of extension.

What are the minimum education requirements for the Office Assistant position?

The minimum education requirement is secondary school education.

How much relevant experience is required for applicants?

Applicants are required to have two years of relevant experience in office support work.

Is knowledge of other languages required for this position?

A working knowledge (proficiency - level C) of English is required, and intermediate knowledge of another FAO official language is desirable.

Are local nationals eligible to apply for this position?

Yes, local nationals and persons with existing work permits who reside within commuting distance of the duty station are eligible to apply.

What key functions will the Office Assistant perform?

The Office Assistant will perform functions such as typing and formatting correspondence, managing office files, organizing meetings, and assisting with travel arrangements.

Is there a zero-tolerance policy regarding misconduct at FAO?

Yes, FAO has a zero-tolerance policy for conduct that is incompatible with its status, including sexual exploitation and abuse, harassment, and discrimination.

What competencies will candidates be assessed on?

Candidates will be assessed on competencies such as Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement.

Will candidates need to undergo background checks?

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

Is there a fee for applying to this position?

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

How do candidates apply for the Office Assistant position?

Candidates can apply by visiting the recruitment website at Jobs at FAO and completing their online profile.

Are applications considered confidential?

Yes, all applications will be treated with the strictest confidentiality.

What is the competitive compensation for this position?

A competitive compensation and benefits package is offered, and information on UN salaries can be found on the provided salary survey link.

Is FAO a non-smoking environment?

Yes, FAO is a non-smoking environment.

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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.