Office Assistant Lazio

Office Assistant
Roma
Lazio, Lazio

Job Description - Office Assistant (2500082)

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2500082

Position: Office Assistant

Job PostingPosting Date: 10/Jan/2025

Closure DateClosure Date: 24/Jan/2025, 10:59:00 PM

Organizational Unit: OSL

Job TypeJob Type: Staff position

Primary Location: Italy-Rome

Duration: Fixed-term: two years with possibility of extension

Post Number: 2007793

CCOG Code: 2101

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device.

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located. FAO's Commitment: • FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture.

• Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply.

• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values.

• FAO has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

• All selected candidates will undergo rigorous reference and background checks.

• All applications will be treated with the strictest confidentiality.

• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting The Office of Small Island Developing States (SIDS), Least Developed Countries (LDCs) and Landlocked Developing Countries (LLDCs) (OSL) coordinates activities to address and meet the special needs of these vulnerable populations and countries.

Main Purpose The Office Assistant coordinates and performs a full range of office support, management support and administrative tasks, ensuring the smooth and efficient running of the Office.

Supervision Received/Exercised The Office Assistant reports to the Director, OSL, operates independently, and provides guidance to other office support staff.

Working Relationships The Office Assistant works closely with colleagues in the office, central units and external clients, providing procedural guidance and information.

Key Functions/Results Screen requests for appointments; maintain supervisor's calendar; confirm schedules and arrange appointments; receive visitors; screen and send e-mails; respond to queries. Coordinate office support services for meetings, trainings, seminars, and special projects; prepare minutes; monitor follow-up activities. Review, record, distribute and process incoming mail and correspondence; prepare draft responses; carry out quality control functions for outgoing documents. Perform a variety of administrative duties, e. g.

contract extensions, leave and attendance recording, budget preparation. Research, compile and organize background information for reports, briefs and speeches. Coordinate the work of other office support staff; establish priorities and ensure equitable distribution of work. Create and maintain the work unit's filing and reference systems; review office procedures and make recommendations for improvements. Perform other duties as required. CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Education: Secondary School Education.

Experience: Four years of relevant experience in office/management support work.

Languages: Working knowledge (proficiency - level C) of English.

IT Skills: Very good knowledge of MS Office applications and office technology equipment.

Technical Skills Very good knowledge of communication and documentation standards. Very good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures. Very good knowledge of the organizational structure. Desirable Qualifications And Skills Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

ADDITIONAL INFORMATION FAO does not charge a fee at any stage of the recruitment process.

Your application will be screened based on the information provided in your online profile.

We encourage applicants to submit their 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

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