Office Associate Lazio

Office Associate
Roma
Lazio, Lazio

Job Posting: 17/Dec/2024

Closure Date: 31/Dec/2024, 4:59:00 PM

Organizational Unit: OIN

Job Type: Staff position

Type of Requisition: General Service

Grade Level: G-6

Primary Location: Italy-Rome

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

Post Number: 0105392

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**:

- FAO's commitment to environmental sustainability is integral to our strategic objectives and operations. _

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 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.

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Office of Innovation (OIN) is an important instrument within FAO to provide strategic direction and help drive and coordinate innovation across the work of the Organization, i. e. , to consolidate and strengthen FAO's innovative spirit, including innovation of approaches and cooperation models.

The post is located in the Office of Innovation (OIN) at FAO headquarters in Rome, Italy.

**Main Purpose

The Office Associate leads and coordinates the office and management support functions of the Office.

He/she ensures the smooth flow of office work and information by setting priorities and organizing the day-to-day work.

The job role requires in-depth knowledge and interpretation of office policies, procedures and practices.

The incumbent provides procedural guidance to managers and staff in the office or location.

**Supervision Received/Exercised

The Office Associate reports to the Director, OIN.

Work is performed autonomously, showing a high degree of initiative and independent judgment.

Supervision received is focused on facilitating service delivery.

The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.

**Working Relationships

The incumbent maintains a wide range of contacts with managers, staff and counterparts both within and outside the Organization.

Work relations may be on a high organizational level, requiring very good communication skills and experienced handling of issues.

**Key Functions/Results

- Analyse, manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor's attention.

- Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines.

- Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors.

- Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.

- Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests.

- Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.

- Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor.

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