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Office Assistant

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FAO

Sep 12

Applications are closed

  • Job
    Full-time
    Mid Level
  • 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 (proficient - level C) of English.
  • IT Skills: Very 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
  • 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
  • Prior experience in front office management and coordination, with knowledge of related corporate procedures, policies, workflows for clearances and authorizations.
  • Ability to draft standard and complex correspondence, as well as to proofread texts/outgoing correspondence and formal documents.
  • Ability to plan, organize work and establish priorities, to work under pressure and within tight deadlines.
  • High degree of discretion in dealing with confidential matters as well as diplomacy and tact.
  • Limited knowledge (intermediate – 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; review the efficiency of office procedures and make recommendations for improvements; update office websites.
  • Perform other duties as required.

FAQs

What is the application deadline for the Office Assistant position?

The application deadline is 25/Sep/2024, 4:59:00 PM.

Where is the primary location for this job?

The primary location for this job is Rome, Italy.

What is the minimum educational requirement for this position?

The minimum educational requirement is Secondary School Education.

How many years of experience are required for this role?

A minimum of four years of relevant experience in office/management support work is required.

Is knowledge of languages other than English required for this position?

A working knowledge of English is required, and limited knowledge (intermediate – level B) of another FAO official language is desirable.

Who will the Office Assistant report to?

The Office Assistant will report to the Director, NFO.

What type of contract is offered for this position?

A fixed-term contract for two years with the possibility of extension is offered.

What are the key responsibilities of the Office Assistant?

Key responsibilities include coordinating office support services, managing the supervisor's calendar, processing correspondence, performing administrative duties, and guiding other office support staff.

Are selected candidates subject to background checks?

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

Will any international benefits be provided for this position?

No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location.

How do candidates apply for the Office Assistant position?

Candidates must visit the FAO recruitment website, complete their online profile, and submit their application with required language certificates as attachments.

What is the grading level for the Office Assistant position?

The grading level for this position is G-5.

Is there a specific compensation package offered?

A competitive compensation and benefits package is offered, with details available on the UN salaries and allowances page.

Is residency requirement specified for this position?

Yes, 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 application.

Does FAO have a policy on diversity and inclusion?

Yes, FAO is committed to achieving workforce diversity in terms of gender, nationality, background, and culture.

What competencies will candidates be assessed against?

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

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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.