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, 21 May 2021


Office Assistant

Job Posting: 30/Apr/2021

Closure Date: 21/May/2021, 9:59:00 PM

Organizational Unit : ESP

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-3

Primary Location: Italy-Rome

Duration : Fixed term: one year with possibility of extension

Post Number : 2003843; 0097403

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are bas ed 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 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 located in the Inclusive Rural Transformation and Gender Equality Division (ESP) which coordinates FAO’s work on various social dimensions including on rural institutions, services, social protection, gender equality, decent rural employment, tenure rights and the right to food

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 the Team Leader of the Gender Team / to the Team Leader of the Social Protection Team, and receives guidance from a higher graded Office Assistants. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.

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, 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.

Impact Of Work

The Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.


Minimum Requirements

Education: Secondary School Education

Experience: Two 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: Knowledge of the MS Office applications, Internet and office technology equipment


Results Focus



Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical Skills

Knowledge of the communication and documentation standards

Knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

Knowledge of the organizational structure

Desirable Qualifications and Skills

For position 2003843 in ESP (Gender Team): Experience in providing support to teams, including orientation of new NSHR staff; Knowledge of FAO rules and procedures for recruitment and selection processes of NSHR; Knowledge of the ESP organizational structure and the Gender Team Structure

For position 0097403 in ESP (Social Protection Team): Working knowledge (Level C) of another FAO language (Arabic, Chinese, French, Russian, Spanish); Knowledge of FAO rules and procedures for recruitment and selection processes of consultants, personal agreements, etc .(i.e. NSHR category); Knowledge of the ESP organizational structure and in particular of the Social Protection Structure


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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Link to the organization’s job offer: