Office Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. FAO's commitment to environmental sustainability is integral to its strategic objectives. The Projects Support Division (PSS) coordinates FAO's efforts towards its Strategic Framework and Agenda 2030 through projects. The position is located in the Office of the Director, PSS, at FAO headquarters in Rome, Italy.

Job Purpose

The Office Assistant performs a variety of routine administrative transactions and office support functions, contributing to the smooth and efficient running of the work unit. The role involves interacting with colleagues within the work unit, exchanging routine information, and providing standard office support services. The Office Assistant reports to the Senior Programme Officer and receives guidance from a higher-graded Office Assistant, acting independently on routine matters and consulting supervisors on more complex issues. This position offers technical and procedural guidance and on-the-job learning opportunities.

Responsibilities

The Office Assistant is responsible for typing, formatting, and drafting routine correspondence, as well as collating tables, reports, presentations, and other documentation. This role includes receiving, screening, and directing telephone calls and visitors, and responding to routine internal and external inquiries. The Assistant will enter, retrieve, structure, and update information from various sources, presenting results in a standard format. Responsibilities also encompass setting up and maintaining office files, initiating and tracking administrative transactions in computerized systems, and supporting the organization of meetings, workshops, and events. Additionally, the role involves assisting with travel arrangements, ensuring office supplies are available, and maintaining office equipment.

Work Experience

Two years of relevant experience in office support work is required. Experience in front office settings is desirable. The ability to develop and maintain plans for key administrative processes, organize and analyze data, and prepare presentations is also beneficial.

Skills

Key skills include strong communication and teamwork abilities, with a focus on results and building effective relationships. The Office Assistant should possess good knowledge of communication and documentation standards, corporate computerized financial/travel/human resources systems, and administrative procedures. Familiarity with the organizational structure is important. Desirable skills include advanced knowledge of Excel, SharePoint, Power BI, problem-solving, and adaptability, particularly during peak workloads.

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