Office Assistant Lazio

Office Assistant
Roma
Lazio, Lazio

Job Posting: 27/Aug/2024

Closure Date: 10/Sep/2024, 4:59:00 PM

Organizational Unit: CSG

Job Type: Staff position

Type of Requisition: General Service

Grade Level: G-4

Primary Location: Italy-Rome

Duration: Fixed-term: one year with possibility of extension

Post Number: 2010346

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 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, as a Specialized Agency of the United Nations, 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**:

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for _better production_, _better nutrition_, _a _better environment, _ and _a better life_, leaving no one behind.

**Organizational Setting

The Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meeting services to the Organization.

The Language Services branch (CSGL) enables Multilingualism of the Organization by providing interpretation, translation, and terminology goods and services in all FAO languages across the span of corporate governance, normative, operational and communication functions. CSGL also supports the provision of FAO products in local languages and is responsible for quality language assurance within the Organization.

The position is located in the Interpretation Group within Language Services branch of the Governing Bodies Servicing Division at FAO headquarters in Rome, Italy.

**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 Senior Interpreter, Interpretation Group.

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, finance, 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