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 Human Resources Division enables FAO's strategic objectives by fostering a dynamic, inclusive, and high-performing organizational culture. It empowers staff through strategic talent management, ensuring alignment with FAO's goals and values, and delivers innovative HR solutions. This position is based at FAO headquarters in Rome, Italy.
Job Purpose
The Office Assistant is responsible for coordinating and performing a comprehensive range of office support, management support, and administrative tasks to ensure the smooth and efficient operation of the Office. This role is crucial for maintaining the quality and consistency of office workflow and information dissemination within the work unit. The incumbent reports to the Director of the Human Resources Division and operates with a degree of independence, making decisions on work priorities and demonstrating initiative in handling unprecedented situations. Supervision focuses on the quality of work outputs, and the role involves providing guidance to other office support staff.
Responsibilities
Key responsibilities include screening appointment requests and managing the supervisor's calendar, coordinating office support for meetings, trainings, and events, and preparing minutes. The role involves processing incoming mail, drafting correspondence, and ensuring quality control for outgoing documents. Administrative duties encompass managing contract extensions, leave records, and budget follow-up, coordinating with other units for efficient workflow. The Office Assistant will research and compile background information for reports, generate statistical reports from databases, and coordinate the work of other office support staff, including training new personnel. Maintaining filing systems, recommending procedural improvements, and updating office websites are also key functions. The incumbent will perform other duties as required, directly impacting the efficient running of the Office and supporting the achievement of the organizational unit's mandate.
Work Experience
Four years of relevant experience in office or management support work is required. Experience in dealing with sensitive and confidential information, front-office settings, and drafting correspondence is desirable.
Skills
Proficiency in communication and documentation standards, corporate computerized financial, travel, and human resources systems, and administrative procedures and policies is essential. Knowledge of the organizational structure is required. Competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement. Experience in drafting clear and concise correspondence is desirable.