Office Assistant

Organizational Context

The UN Food Systems Coordination Hub, hosted by FAO headquarters in Rome, supports country-led food systems transformation. Established following the UN Food Systems Summit, it acts as a system-wide coordination and convening mechanism. The Hub works with Member States, UN agencies, and various stakeholders to design, implement, and accelerate national food systems pathways. This position is situated within the Office of the Secretary-General's Deputy Director (OSG) at FAO headquarters in Rome, Italy.

Job Purpose

The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of the work unit by performing a variety of routine administrative transactions and office support functions. Reporting to the Director of the OSG/UN Food Systems Coordination Hub, the incumbent will handle daily administrative tasks, provide support to professional and senior staff, and manage incoming communications and inquiries. This role requires independent action on routine matters while consulting supervisors on more complex issues, contributing to the overall effectiveness of the team and the work unit.

Responsibilities

The Office Assistant will be responsible for typing, formatting, and drafting routine correspondence, as well as collating tables, reports, presentations, and other documentation. This includes managing incoming telephone calls and visitors, screening emails, and responding to or referring routine inquiries. The role involves entering, retrieving, structuring, and updating information from various sources, maintaining office files and reference systems, and initiating and tracking administrative transactions in computerized financial, travel, and human resources systems. Additionally, the Office Assistant will support the organization of meetings, workshops, and events, assist with travel arrangements, and ensure the availability of office supplies and equipment maintenance.

Work Experience

A minimum of two years of relevant experience in office support work is required. Experience with MS Office applications, the Internet, and office technology equipment is necessary. Desirable experience includes supporting front office settings, managing travel, and organizing high-level meetings.

Skills

Proficiency in MS Office applications, Internet, and office technology is required. The role demands good knowledge of communication and documentation standards, corporate computerized financial/travel/human resources systems, and administrative procedures. Strong competencies in Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing are essential. Desirable skills include experience with travel management, organizing meetings, and advanced knowledge of MS Excel.

Explore related opportunities