Office Assistant

• Country: Rome, Italy
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: FAO 
• Gender: Both
• Deadline:  2024-02-06

Main Purpose

The Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Office Assistant reports to the Legal Counsel, is also supervised on day-to-day matters by the Deputy Legal Counsel, the Senior Legal Officers, LEGA as appropriate, and receives guidance from the Office Assistant leading the Front Office. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results

•    Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
•    Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
•    Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
•    Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
•    Proofread documents and format texts for accuracy, grammar, punctuation and style as well as for adherence to established standards.
•    Initiate general administrative tasks in the computerized general administration/procurement/ ‘financial/travel/human resources system.
•    Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LOA), obtain clarification and follow up, ‘when necessary.
•    Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce’as required.
•    Provide assistance in the administrative processing of vacancy announcements and consultants’ contracts.
•    Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
•    Perform other duties as required.

Impact of Work

The incumbent’s work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficient – level C) of English.
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical Skills

•    Good knowledge of communication and documentation standards.
•    Good knowledge of corporate computerized in administration/procurement/financial/travel/human resources systems and administrative procedures and policies.
•    Proven capacity to handle sensitive and/or highly confidential information in an appropriate manner.
•    Experience in processing, drafting, editing, proofreading and finalizing for signature/approval a variety of specialized legal documentation, reports, correspondence and other communications.
•    Good knowledge of processes related to treaty depositary functions and ability to liaise with colleagues inside and outside the office for this purpose is considered a strong asset.
•    Knowledge of the organizational structure.
•    Experience in multitasking against tight deadlines.

Desirable Qualifications and Skills

•    Working knowledge (proficient – level C) of another FAO language (Arabic, Chinese, French, Russian or Spanish).
•    Prior experience in a diplomatic mission, the Legal Office of International Organizations, or in the Front Office of an office that typically handles sensitive and/or confidential information.
•    Experience in assistance to Governing Bodies, including assisting in the preparation of pre-, in- and post-session documents, in coordination with Translation Unit, and in liaising with Members.
•    Readiness to develop and apply new IT skills.
•    Ability to handle, or refer to the appropriate officer, a variety of verbal and written inquiries from internal and external parties, including providing information on processes and procedures related to specific legal activities, meetings, publications, documents, etc.

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