Office Assistant Lazio

Office Assistant
Roma
Lazio, Lazio

Job Description - Office Assistant (2500244)

Job Posting Posted on: 23/Jan/2025

Closure Date 13/Feb/2025, 10:59:00 PM

Organizational Unit: ESP

Job Type: Staff position

Primary Location: Italy-Rome

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

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 one or more professional staff and receives guidance from the GAAHP Programme Assistant based in FAO headquarters.

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 and direct telephone calls and visitors; screen and send e-mails; 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, including an e-book for signatures.

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.

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.

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.

Desirable Qualifications and Skills Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Ability to develop and maintain plans for key office support and general administration processes (human resources, travel and procurement, and finance).

Experience in direct collaboration and support of the country/field offices is desirable.

Advanced knowledge of MS Excel.

Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.

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).

For additional information visit the FAO employment website: FAO Employment 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 applications received through the recruitment portal will be considered.

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