Programme Assistant (Documentation), Rome, Italy

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

Country: Italy

City: Rome

Office: FAO Rome

Closing date: Wednesday, 8 September 2021


Programme Assistant (Documentation)

Job Posting: 18/Aug/2021

Closure Date: 08/Sep/2021, 9:59:00 PM

Organizational Unit : CSG

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-5

Primary Location: Italy-Rome

Duration : one year with possibility of extension

Post Number : 0030260

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 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 Language branch (CSGL).

Main Purpose

The Programme Assistant (Documentation) coordinates and performs the full range of documents-translation management-related activities He/ she ensures effective planning and execution of translation services for all documents in support of Governing and Statutory Bodies meetings that need to be translated.

Supervision Received/Exercised

The Programme Assistant (Documentation) reports to the Coordinator, Language Support. 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 Programme Assistant (Documentation) works closely with a wide range of colleagues in the division, with external clients, performing and coordinating translation management-related services, and providing procedural guidance and information.

Key Functions/Results

identify translation requirements for documents and liaise with meeting secretariats to determine relevant submission schedules;
monitor the submission of, and prepare a weekly status report on official documentation for translation into FAO languages via the eDPR system;
brief meeting secretariats in the use of Session Programming Form system for the planning of sessions;
screening the Session Programming Forms submitted into the relevant system by the Meeting Originators, by giving clearance for the documents requirements;
provide assistance in the preparation of the list of documents for meeting sessions;
update the schedule of FAO meetings requiring translation services and estimate the expected translation workload in close consultation with meeting secretariats;
research and collect data on scheduled Governing Bodies and Statutory Bodies meetings in order to build up an official Calendar of FAO meetings, for distribution in HQs and Regional Offices on a regular basis;
discuss with meeting secretariats proposed schedule of in-session translation, evaluate their feasibility and prepare alternative plans as appropriate;
liaise and maintain contact with document originators and other staff in the Group so as to ensure appropriate translation processing and workflow; providing all possible sources of documentation in the working languages as well as clarifications on background material, references and bibliographic sources;
collaborate in the management and further development of CSGL meeting and workflow management systems; brief meeting originators on their use, propose improvements to system functionalities, adapting them to evolving requirements; and

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 timely submission, processing, issuance and distribution of documentation.


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 English and of one of the following: French 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 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

Knowledge of the FAO documentation management planning, processing and distribution work flow and related computerized systems (eDPR)

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

Ability to draft correspondence independently, verify information and analyze situations

Knowledge of reference and translation procedures


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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