Office Assistant, Rome, Italy

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

Country: Italy

City: Rome

Office: FAO Rome

Closing date: Wednesday, 22 September 2021

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2102431

Office Assistant

Job Posting: 01/Sep/2021

Closure Date: 22/Sep/2021, 9:59:00 PM

Organizational Unit : CSG

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-3

Primary Location: Italy-Rome

Duration : one year with possibility of extension

Post Number : 2008645, 2008646, 2008647

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 Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and the Council, and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization, and sustains liaison and communication with Members. The post 2008645 is located in the Protocol Services branch (CSGP) which acts as liaison between the Organization, the Permanent Representations and the Host Government, and provides administrative services regarding visas, privileges and immunities for staff and accredited Member representations. It ensures that applicable Protocol is observed in the relations with Members and the activities of the Organization.

The post 2008646 is located in the Meeting Services Branch (CSGM).

The post 2008647 is located in the Secretariat Services branch (CSGS).

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 in CSGP reports to the Chief of Protocol and receives guidance from 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.

The Office Assistant in CSGM reports to one or more professional staff in the Meeting Services branch (CSGM) and receives guidance from a higher graded Office Assistant. 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.

The Office Assistant in CSGS reports to the Chief of the Secretariat Services Branch. 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.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING 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

Competencies

Results Focus

Tags continuous improvement human resources knowledge sharing logistics multilingualism office assistant organizational structure privileges and immunities support services transparency

Teamwork

Communication

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 2008645 in CSGP: Familiarity and experience of processes for supporting meetings of Governing Bodies and other meetings at FAO; Familiarity with Protocol processes in FAO or other UN Organizations; Working knowledge of Italian would be considered an asset for this position;
For position 2008646 in CSGM: Familiarity and experience of processes for supporting meetings of Governing Bodies and other meetings at FAO

For position 2008647 in CSGS: Familiarity and experience with processes relating to Governing Bodies of FAO or other UN agencies.

Assessment

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

ADDITIONAL INFORMATION

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

Link to the organization’s job offer: https://unjobs.org/vacancies/1630525745487