Office Assistant Lazio

Office Assistant
Roma
Lazio, Lazio

Job Description - Office Assistant (2500351)

Job PostingDate Posted: 03/Feb/2025

Closure Date17/Feb/2025, 10:59:00 PM

Organizational Unit: LEG

Job Type: Staff position

Primary Location: Italy-Rome

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

Post Number: 2003400

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. • 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 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.

This position is located in the Front Office of the Legal Counsel at FAO headquarters in Rome, Italy.

Main Purpose The Office Assistant performs a 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 and the Deputy Legal Counsel and receives guidance from the Office Assistant leading the Front Office.

He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures.

Working Relationships The Office Assistant interacts with a variety of colleagues from within the work unit.

Interactions relate to the exchange of routine information and the provision of standard office support services.

Key Functions/Results Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units. Enter, retrieve, structure and update selected information and data from various sources (e. g.

Intra-/Internet, office files, etc.

); present results in standard format. Set up and maintain office files and reference systems according to standard procedures. Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems. Support the organization and administration of meetings, workshops and events (e. g.

arranging for meeting rooms and other facilities). Assist with arranging for travels: organize transport, logistics, accommodation, documents. Ensure availability of office supplies and appropriate maintenance of office equipment. Perform other duties as required. Impact of Work The Office Assistant participates as part of a team in the provision of administrative and office support services.

Actions reflect on the immediate and wider work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Education: Secondary School Education.

Experience: Two years of relevant experience in office support work.

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

IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment.

Technical Skills Good knowledge of the communication and documentation standards. Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies. Good knowledge of the organizational structure. Experience in multitasking against tight deadlines. Proven capacity to handle sensitive and/or highly confidential information in an appropriate manner. Desirable Qualifications and Skills Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish). Prior experience in the legal office of another International Organization, or private law firm. Experience in assistance to Governing Bodies, including assisting in the preparation of pre-, in- and post-session documents, and in liaising with Members. Readiness to develop and apply new IT skills. Experience in processing, drafting, editing, proofreading and finalizing for signature/approval a variety of specialized documentation, reports, correspondence and other communications. Ability to conduct research and compile case-related materials for use in the preparation of legal opinions and legal recommendations by Legal Officers. 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. 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).

• 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.

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. Incomplete applications will not be considered. Only applications received through the recruitment portal will be considered. 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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