Office Assistant (World Food Forum)

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is committed to environmental sustainability, integrating it into its strategic objectives and operations. This position is based at FAO headquarters in Rome, Italy, within the World Food Forum (WFF) Unit of the Office of the Chief Economist (DDCE). The WFF Unit plays a crucial role in advancing global food and agricultural agendas.

Job Purpose

The Office Assistant (World Food Forum) is responsible for coordinating and executing a comprehensive range of office support, management support, and administrative tasks. This role is essential for ensuring the smooth and efficient operation of the office, maintaining the quality and consistency of workflow, and managing information within the work unit. The incumbent will support the WFF Coordinator and Chief Economist, operating with independence, prioritizing tasks, and demonstrating initiative in handling unprecedented situations. The position requires providing guidance and advice to other office support staff, contributing to the overall effectiveness of the team.

Responsibilities

The Office Assistant will screen appointment requests, manage the supervisor's calendar, and arrange meetings. They will receive visitors, screen and respond to emails, and handle queries and correspondence, often of a sensitive nature. Responsibilities include coordinating office support for meetings, trainings, seminars, and special events, attending meetings, preparing minutes, and monitoring follow-up actions. The role involves processing incoming mail, preparing draft responses, and ensuring the quality of outgoing documents through proofreading. Administrative duties encompass managing contract extensions, leave records, and budget follow-up. The incumbent will research and compile background information for reports, generate statistical reports, and coordinate the work of other office support staff, including training new personnel. Maintaining filing systems, reviewing office procedures for improvements, and updating office websites are also key functions. The position impacts the efficient running of the office and supports the achievement of the unit's mandate.

Work Experience

Requires four years of relevant experience in office/management support work. Experience with corporate computerized financial, travel, or Human Resources systems, as well as administrative procedures and policies, is highly desirable.

Skills

Essential skills include a very good knowledge of communication and documentation standards, corporate computerized systems, and administrative procedures. The ability to manage calendars, coordinate meetings, handle correspondence, and maintain filing systems is crucial. Competencies such as Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing are important. Desirable skills include proficiency in another FAO official language, knowledge of liaison with high-level representatives, drafting correspondence, proofreading, organizing high-level events, and familiarity with web platforms for virtual events.

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