Documents Management Assistant, Rome, Italy

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

Country: Italy

City: Rome, Italy

Office: FAO Rome

Closing date: Tuesday, 2 February 2021


Documents Management Assistant

Job Posting: 12/Jan/2021

Closure Date: 02/Feb/2021, 10:59:00 PM

Organizational Unit : CSGL

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-5

Primary Location: Italy-Rome

Duration : Fixed term: one year with possibility of extension

Post Number : 0029475

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

The Language branch (CSGL) enables Multilingualism of the Organization by providing interpretation, translation, and terminology goods and services in all FAO languages across the span of corporate governance, normative, operational and communication functions. CSGL also supports the provision of FAO products in local languages, and is responsible for quality language assurance within the Organization.

The position is located in the French Translation Group.

Main Purpose

The Documents Management Assistant coordinates and performs the full range of documents management-related activities. He/ she ensures quality and consistency of the documents planning, processing and distribution work flow.

Supervision Received/Exercised

The Documents Management Assistant reports to the Senior Reviser, Spanish Translation Group. The incumbent operates independently, takes decisions on work priorities, and exercises initiative for dealing with cases without precedents. Supervision received focuses on the quality of work outputs. He/ she provides guidance and advice to other office support staff.

Working Relationships

The Documents Management Assistant works closely with a wide range of colleagues in the division, with external clients, performing and coordinating documents management-related services, and providing procedural guidance and information.

Key Functions/Results

receive, log, upload and distribute all incoming documents received for translation, transmitting the Senior Reviser’s instructions; check documents submitted for translation in order to provide Revisers/Translators with relevant information and reference material needed in their work; follow-up with Revisers/Translators/Typists in order to ensure that documents are completed within the established timeframe;
review documents produced to ensure that all processes have been completed before forwarding for printing and web-posting;
outsource documents to external translators as instructed and prepare corresponding authorization requests, contracts and payment instructions; answer queries from external translators linked with the payment of contracts or the availability of reference material;
review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures;
responds to queries from other division or services concerning documents submitted for processing; refers queries to the appropriate parties as necessary;
carry out a variety of administrative tasks and initiate actions in the Organization’s computerized financial/personnel systems;
keep records of work performed by staff of the Translation Group, prepare individual output records and periodical statistics of the Group’s work;
set up and maintain files relevant to the work of the relevant Group; maintain attendance and leave records.

Impact Of Work

The incumbent’s work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the timely submission, processing, issuance and distribution of documentation.


Minimum Requirements

Education: Secondary School Education

Experience: Four years of relevant experience in office/ management support work including conference services, documentation processing and management

Languages: Working knowledge of French (Level C) and working knowledge (Level C) of English

IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.


Results Focus



Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical Skills

Very good knowledge of communication and documentation standards

Tags continuous improvement corporate governance french translation human resources knowledge sharing multilingualism organizational structure translation translator transparency

Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

Very good knowledge of the organizational structure.

Desirable Qualifications And Skills

Knowledge of work procedures in the Translation Groups.

Knowledge of the FAO documentation management planning, processing and distribution work flow.

Knowledge of the relevant policies, guidelines, rules and regulations on documents management, processing and distribution


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


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), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at

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:

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


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

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