Office Assistant, Rome, Italy

Organization: Food and Agriculture Organization of the United Nations (FAO)

Country: Italy

City: Rome, Italy

Office: FAO Rome

Closing date: Friday, 4 December 2020

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2002622

Office Assistant

Job Posting: 13/Nov/2020

Closure Date: 04/Dec/2020, 10:59:00 PM

Organizational Unit : HQ

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 : 0121975, 0078220

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 and nationality

People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase

All applications will be treated with the strictest confidentiality

Organizational Setting

This vacancy announcement is for two positions in the following offices/divisions at FAO Headquarters:

One position in the Forestry Division (NFO), that leads FAO’s work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition

One position in the Plant Production and Protection Division (NSP), that promotes the transition to sustainable crop production systems. It promotes an integrated approach for crop production policies and practices within the framework of sustainable food and agriculture and its underlying principles: increasing productivity and resource use efficiency, conservation and management of natural resources, enhancing resilience to climate change and improvement of livelihoods and governance.

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 one or more Professional staff and receives guidance from a higher graded Office Assistant/ Executive Associate. 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, 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 financial / travel / human resources systems;
Make travel and hotel arrangements and prepare travel authorizations/claims for staff 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

Minimum Requirements

Education: Secondary School Education

Experience: Three years of relevant experience in office support work

Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish)

IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment

Competencies

Results Focus

Teamwork

Communication

Tags climate change continuous improvement food security forest management human resources knowledge sharing logistics mailing lists monitoring and reporting natural resources office assistant organizational structure poverty reduction reference materials support services transparency word processing

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical Skills

Good knowledge of 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

For position 0121975 in NFO: Good knowledge of Excel; Working knowledge (level C) of French or Spanish; Experience in handling confidential matters; Experience in monitoring and reporting on various human resources/administrative matters; Experience in regular liaison with different clients.

For position 0078220 in NSP: Basic understanding of the project lifecycle and associated procedures; Knowledge/experience of organizational procedures e.g. Letters of Agreement; Knowledge/experience on uploading material to websites (including the use of ADESTRA)

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

ADDITIONAL INFORMATION

FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)

Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list

The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments

Selected candidates need to reside within commuting distance from the FAO office. ‚Commuting distance‘ means the distance within which staff members can travel daily between their place of work and their residence.

No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location

Other similar positions may be filled from this vacancy notice

For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/

REMUNERATION A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: http://www.un.org/Depts/OHRM/salaries allowances/salary.htm

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. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate

Incomplete applications will not be considered

Only applications received through the recruitment portal will be considered

If you need assistance please contact: Careers@fao.org