Office Assistant, Rome, Italy
Organization: Food and Agriculture Organization of the United Nations (FAO)
City: Rome, Italy
Office: FAO Rome
Closing date: Tuesday, 15 June 2021
CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2101568
Job Posting: 25/May/2021
Closure Date: 15/Jun/2021, 9:59:00 PM
Organizational Unit : PST
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 : 0249386
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.
The position is located in the South-South and Triangular Cooperation Division (PST) at FAO Headquarters.
The South-South and Triangular Cooperation Division (PST) was established to coordinate and implement FAO’s renewed South-South and Triangular Cooperation (SSTC) strategy following the Outcomes of the Second High-Level UN Conference on South-South Cooperation (BAPA+40) and the 2030 Agenda for Sustainable Development.
PST aims to be a hub for knowledge generation and exchange to promote the uptake of sustainable agricultural practices, technologies, and innovations to address challenges in agriculture and rural development facing developing countries. The work PST will focus on a number of key areas 1) Fostering an enabling environment for effective SSTC in the agriculture sector, 2) Knowledge Generation and Documentation, 3) Promoting partnerships and collaborations with knowledge networks and platforms, 4) Facilitating the exchange of development solutions in support of the implementation of SDGs.
The Office Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.
The Office Assistant reports to the South-South and Triangular Cooperation Division (PST) Director. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.
The Office Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information.
Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
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; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required;
Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;
Perform other duties as required.
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 provision of office support services for successful achievement of the organizational unit’s mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education: Secondary School Education
Experience: Four years of relevant experience in office/ management 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
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Very good knowledge of communication and documentation standards
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
Working knowledge (level C) of a second FAO language
Very good knowledge of UN programmes and project matters (including Trust Fund projects, Memorandum of Understanding, Letters of Agreements).
Very good knowledge and experience of GRMS.
Good knowledge of FAOSTYLE and of the organizationâ‘s knowledge management procedures/systems (including, PWS, TYPO 3, Cvent and FAOâ‘s Content Management Systems)
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 http://www.whed.net/
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: 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
FAO IS A NON-SMOKING ENVIRONMENT
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Not an official document of the United Nations
Link to the organization’s job offer: https://unjobs.org/vacancies/1621967286536