By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Office Assistant

Rome (Italy)

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Rome (Italy)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2020-12-04

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.

_______________________________________________________________________________________

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

_______________________________________________________________________________________

FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase

All applications will be treated with the strictest confidentiality

Organizational Setting

This vacancy announcement is for two positions in the following offices/divisions at FAO Headquarters:

  • One position in the Forestry Division (NFO), that leads FAO's work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition
  • One position in the Plant Production and Protection Division (NSP), that promotes the transition to sustainable crop production systems. It promotes an integrated approach for crop production policies and practices within the framework of sustainable food and agriculture and its underlying principles: increasing productivity and resource use efficiency, conservation and management of natural resources, enhancing resilience to climate change and improvement of livelihoods and governance.

Main Purpose

The Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Office Assistant reports to one or more Professional staff and receives guidance from a higher graded Office Assistant/ Executive Associate. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

  • Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
  • Provide office, 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 financial / travel / human resources systems;
  • Make travel and hotel arrangements and prepare travel authorizations/claims for staff 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.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education

Experience: Three years of relevant experience in office support work

Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish)

IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment

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 financial / travel / human resources systems and administrative procedures and policies
  • Good knowledge of the organizational structure

Desirable Qualifications and Skills

  • For position 0121975 in NFO: Good knowledge of Excel; Working knowledge (level C) of French or Spanish; Experience in handling confidential matters; Experience in monitoring and reporting on various human resources/administrative matters; Experience in regular liaison with different clients.
  • For position 0078220 in NSP: Basic understanding of the project lifecycle and associated procedures; Knowledge/experience of organizational procedures e.g. Letters of Agreement; Knowledge/experience on uploading material to websites (including the use of ADESTRA)

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

_______________________________________________________________________________________

FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

_______________________________________________________________________________________

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.