Office Assistant – FAO jobs in Italy

• Location: Rome, Italy 
• Vacancy No: N/A 
• Salary: N/A
• Organization: FAO
• Gender: Both
• Deadline: 2024-04-07
  

Organizational Setting

Within this setting, the Rural Transformation and Gender Equality Division (ESP) coordinates Programme Priority Areas on gender equality and rural women’s empowerment and on inclusive rural transformation. The Division works with Members and other partners to achieve resilient and inclusive rural livelihoods for people in conditions of vulnerability, reduce gender inequalities and advance women’s economic empowerment and promote people-centred climate action and equitable access to natural resources. The Division also leads efforts to integrate the cross-cutting themes of gender, youth and inclusion throughout the work programmes of the Organization. The Rural Transformation and Gender Equality division (ESP) structures its work around three core Objectives: 1) Build sustainable and resilient livelihoods for vulnerable people in agrifood systems; 2) Achieve gender equality and women’s empowerment in agrifood systems; and 3) Promote equitable, inclusive, and sustainable climate action and natural resource management.

The post is located at FAO headquarters in Rome, Italy, in the Rural Transformation and Gender Equality Division (ESP), and more specifically in the Social Protection Team, and provides routine administrative transactions and office support office that enable the team to contribute to all three Divisional objectives.

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 one or more professional staff and receives guidance from the Senior Social Policy Offcer.  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.

Desirable Qualifications and Skills

•    Good knowledge of ESP organizational structure.
  •    Working knowledge (proficient – level C) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish).
  •    Experience in contributing to budget monitoring.
  •    Experience in reviewing quality of administrative documentation for conformity with FAO style.

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FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

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ADDITIONAL INFORMATION
• FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/

• The length ofthe appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
  • 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.
  • No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
  • For additional information visit the FAO employment website:http://www.fao.org/employment/home/en/

REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm

HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
• Incomplete applications will not be considered

• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
  • Incomplete applications will not be considered
  • Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
  • Only applications received through the recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
  • We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT

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