Office Assistant

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. The Projects Support Division (PSS) plays a crucial role in coordinating FAO's efforts to achieve its Strategic Framework and Agenda 2030 through various projects. This position is situated within the Office of the Director of PSS at FAO headquarters in Rome, Italy, contributing to the division's oversight and support functions.

Job Purpose

The Office Assistant is responsible for performing a variety of routine administrative transactions and providing essential office support functions. This role is critical for ensuring the smooth and efficient operation of the work unit. The incumbent will act independently on routine matters, consulting with supervisors on more complex issues. Supervision will provide technical and procedural guidance, fostering on-the-job learning. The position involves interacting with colleagues to exchange information and deliver standard office support services, directly impacting the immediate and wider work unit's effectiveness.

Responsibilities

The Office Assistant will type, format, and draft routine correspondence, and collate tables, reports, presentations, and publications. Responsibilities include receiving, screening, and directing telephone calls and visitors, and responding to or referring routine internal and external inquiries. The role involves entering, retrieving, structuring, and updating selected information and data from various sources, presenting results in a standard format. Additionally, the Assistant will set up and maintain office files and reference systems, initiate, view, and track administrative transactions in computerized financial, travel, and human resources systems. Support will be provided for organizing meetings, workshops, and events, including arranging facilities. Travel arrangements, including transport, logistics, and accommodation, will also be assisted. Ensuring the availability of office supplies and the maintenance of office equipment are key duties, along with performing other required tasks.

Work Experience

Requires two years of relevant experience in office support work. Experience in front office settings is desirable. Ability to develop and maintain plans for key administrative processes (HR, travel, procurement) is a plus.

Skills

Proficiency in typing, formatting, and drafting correspondence. Ability to manage incoming communications and visitors, and handle routine inquiries. Skills in data entry, retrieval, structuring, and updating information. Competence in setting up and maintaining filing systems. Experience with computerized financial, travel, and HR systems. Ability to support meeting and event organization, and assist with travel arrangements. Good knowledge of communication and documentation standards, corporate systems, and organizational structure. Demonstrated problem-solving skills and adaptability are valued.

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