Office Assistant Lazio

Office Assistant
Roma
Lazio, Lazio

Job Description - Office Assistant (2500252) Job Posting Date: 23/Jan/2025 Closure Date 06/Feb/2025, 11:59:00 PM Organizational Unit: CSH Job Type: Staff position Primary Location: Italy-Rome Duration: Fixed-term: Two years with possibility of extension Post Number: 2009242 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 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. 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 and receives guidance from the senior Office Assistant in the Office of the Director, Human Resources Division. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. 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. 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 Knowledge of the Organization's communication and documentation standards (including FAO Style, the editorial and formatting guidelines of FAO). Knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies. Knowledge of the organizational structure. Desirable Qualifications and Skills Experience of working in a front office. Intermediate knowledge (intermediate proficiency - level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish). Ability to work under pressure and to handle sensitive issues with tact and utmost confidentiality. 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. 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. • 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. • 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 J-18808-Ljbffr