Meetings Assistant, Rome, Italy

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

Country: Italy

City: Rome, Italy

Office: FAO Rome

Closing date: Tuesday, 15 June 2021


Meetings Assistant

Job Posting: 25/May/2021

Closure Date: 15/Jun/2021, 9:59:00 PM

Organizational Unit : NSP

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 : 0081019

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, nationality, background and culture

Qualified female applicants, qualified nationals of non-and under-represented member nations and person 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 our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

All selected candidates will undergo rigorous reference and background checks

All applications will be treated with the strictest confidentiality

The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.

Organizational Setting

The Secretariat of the International Plant Protection Convention (IPPC) is responsible for facilitating the development and implementation of International Standards for Phytosanitary Measures (ISPMs) on a global level to protect the world’s plant resources from pests.

The post is located in the IPPC Secretary’s Office.

Main Purpose

The Meetings Assistant coordinates and provides a large variety of responsible support duties related to the preparation and execution of international meetings and conferences held at FAO. He/ she ensures the set-up of infrastructure, the preparation of documentation and communication material, administrative actions, and the support of participants before, during and after the meetings.

Supervision Received/Exercised

The Meetings Assistant reports to the IPPC Secretary. Work is performed with initiative and independent judgement. The incumbent coordinates the work of other meetings support staff within the team. Supervision received is focused on the quality of work outputs.

Working Relationships

The incumbent works closely with Senior Officer/s and the team, with other departments/ offices, with meeting participants, and with external partners, ensuring smooth and timely logistics, infrastructure, correspondence and documentation processes for the meetings.

Key Functions/Results

Coordinate and prepare all administrative and logistic arrangements for meetings and conferences (i.e.provision of meeting rooms, facilities, equipment and supplies as required as well as travel for participants and non-staff; follow-up on meeting costs, plan and organize for meeting personnel, supervise the registration of participants/ delegates, act as contact person for all meetings support issues and activities;
Receive, screen, route and draft a variety of correspondence related to the preparation and organization of assigned meetings; follow-up on deadlines and necessary actions to be taken;
Process in-session meeting documents, ; proofread and check working documents ensuring consistency and compliance;
Coordinate administrative and personnel matters: prepare draft requests for conference/ meetings staff and for recruitment of temporary staff; initiate a variety of transactions in FAO’s computerised financial/personnel systems, i.e. recruitment and payment of consultants, purchase orders, ,etc.; follow up on Letters of Agreement with host governments or other organizations involved in hosting meetings; maintain detailed records for each meeting;
Receive telephone calls and visitors; respond to non-routine queries from both within and outside the Organization by applying a good knowledge of meeting activities, policies and established procedures;
Distribute work and supervise meetings support staff and temporary staff recruited during meetings; prepare daily attendance and overtime recording;
Initiate necessary arrangements for the setting up and updating of the meetings websites;
Maintain an archive of relevant information, lists of participants, correspondence lists, mailing lists, etc., as well as meeting statistics; compile reports as required;
Perform other duties as required.

Impact Of Work

The incumbent’s work impacts directly on the smooth organization and performance of meetings held at FAO. He/ she plays a lead role in the provision of meeting support services for successful achievement of the organizational unit’s mandate.


Minimum Requirements

Education: Secondary School Education

Experience: Four years of experience in administrative and meetings 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: 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 the communication and documentation standards

Very good knowledge of meetings procedures, infrastructure and registration system

Very good knowledge of corporate computerized financial / travel / personnel systems

Desirable Qualifications and Skills

Extensive experience in organizing large scale intergovernmental meetings

Very good knowledge of the FAO Meeting documentation procedures

Very good knowledge of the IPPC, its policy processes and main operational mechanisms

Very good knowledge about diplomatic protocols

Very good drafting skills to prepare official correspondence and communication

Very good organizational and planning skills

Experience in coordinating the tasks and supervising other administrative staff


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

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."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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