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Documents Management Assistant

Rome (Italy)

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Rome (Italy)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Documentation and Information Management
  • Closing Date: 2021-02-02

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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

The Language branch (CSGL) enables Multilingualism of the Organization by providing interpretation, translation, and terminology goods and services in all FAO languages across the span of corporate governance, normative, operational and communication functions. CSGL also supports the provision of FAO products in local languages, and is responsible for quality language assurance within the Organization.

The position is located in the French Translation Group.

Main Purpose

The Documents Management Assistant coordinates and performs the full range of documents management-related activities. He/ she ensures quality and consistency of the documents planning, processing and distribution work flow.

Supervision Received/Exercised

The Documents Management Assistant reports to the Senior Reviser, Spanish Translation Group. The incumbent operates independently, takes decisions on work priorities, and exercises initiative for dealing with cases without precedents. Supervision received focuses on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Documents Management Assistant works closely with a wide range of colleagues in the division, with external clients, performing and coordinating documents management-related services, and providing procedural guidance and information.

Key Functions/Results

  • receive, log, upload and distribute all incoming documents received for translation, transmitting the Senior Reviser's instructions; check documents submitted for translation in order to provide Revisers/Translators with relevant information and reference material needed in their work; follow-up with Revisers/Translators/Typists in order to ensure that documents are completed within the established timeframe;
  • review documents produced to ensure that all processes have been completed before forwarding for printing and web-posting;
  • outsource documents to external translators as instructed and prepare corresponding authorization requests, contracts and payment instructions; answer queries from external translators linked with the payment of contracts or the availability of reference material;
  • 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;
  • responds to queries from other division or services concerning documents submitted for processing; refers queries to the appropriate parties as necessary;
  • carry out a variety of administrative tasks and initiate actions in the Organization's computerized financial/personnel systems;
  • keep records of work performed by staff of the Translation Group, prepare individual output records and periodical statistics of the Group's work;
  • set up and maintain files relevant to the work of the relevant Group; maintain attendance and leave records.

Impact Of Work

The incumbent's work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the timely submission, processing, issuance and distribution of documentation.


Minimum Requirements

Education: Secondary School Education

Experience: Four years of relevant experience in office/ management support work including conference services, documentation processing and management

Languages: Working knowledge of French (Level C) and working knowledge (Level C) of English

IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.


  • 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

  • Knowledge of work procedures in the Translation Groups.
  • Knowledge of the FAO documentation management planning, processing and distribution work flow.
  • Knowledge of the relevant policies, guidelines, rules and regulations on documents management, processing and distribution


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.

What does it mean?

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