Meetings Assistant, Rome, Italy

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

Country: Italy

City: Rome

Office: FAO Rome

Closing date: Thursday, 20 January 2022


Meetings Assistant

Job Posting: 23/Dec/2021

Closure Date: 20/Jan/2022, 10:59:00 PM

Organizational Unit : OCB

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-4

Primary Location: Italy-Rome

Duration : Fixed term: 1 year with possibility of extension

Post Number : 2001627

CCOG Code : 2205

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 Members and persons 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 FAO’s values

FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, 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

FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to More efficient, inclusive, resilient and sustainable agri-food systems, for Better production, Better nutrition, a Better environment and a Better life, leaving no one behind. The Secretariat of the International Treaty on Plant Genetic Resources for Food and Agriculture (ITPGRFA) performs the tasks established under the ITPGRFA, and arranges for and provides administrative support for sessions of the ITPGRFA’s Governing Body and for any subsidiary bodies, as may be established, and assists the Governing Body in carrying out its functions, including the performance of specific tasks that the Governing Body may decide to assign to it. The position of Meetings Assistant is located in Office of Climate Change, Biodiversity and Environment, OCBTD in Rome

Main Purpose The Meetings Assistant provides a large variety of routine administrative, logistics and documentation support functions related to the preparation and organization of meetings held at FAO.

Supervision Received/Exercised The Meetings Assistant reports to Programme Officer and receives guidance from the senior Meetings Assistant. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships The incumbent interacts with colleagues from within the division and with immediate clients served, providing a wide variety of routine administrative and documentation support services.

Key Functions/Results

Receive, screen, route and monitor correspondence and documentation, including matters of a confidential nature; establish and monitor deadlines for response and action;
Assist in preparing pre- and in-session documentation and reports,proofread documentation for meetings; ensure the format is in line with FAO meetings procedures; circulate documents for clearance, and follow up for adherence to deadlines and production schedules;
Review working documents to ensure consistency of translated papers with original language versions; ensure the timely translation, printing, dispatch and storage of meeting documents;
Assist in the planning and management of meetings; assist in preparing the registration process using the FAO conference registration system;
Answer a variety of routine queries, from both within and outside the Organization, and provide requested information; follow-up on deadlines and necessary action to be taken;
Provide support on administrative matters in preparation of, during, and after meetings, including requesting the disbursement of daily subsistence allowance and coordinating travel arrangements; initiate a variety of administrative transactions in FAO’s computerised financial/ personnel systems; maintain detailed records for each meeting;
Assist in maintaining and organizing the archive of relevant meetings information (participants lists, electronic mailing lists, documentation, etc.;
Maintain and update the inventory of conference material; take necessary action for procurement and provision of meeting supplies;
Perform other duties as required.

Impact Of Work The incumbent’s work impacts on the timely and efficient support of meetings and on the overall output of the work unit.


Minimum Requirements Education: Secondary School Education Experience: Three years of experience in administrative and/or meetings/ conferences 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: Good knowledge of the MS Office applications, Internet and office technology equipment


Results Focus


Communication c3RtD08 Dh7qKS

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical Skills

Good knowledge of communication and documentation standards

Good knowledge of meetings procedures, infrastructure and registration system

Good knowledge of corporate computerized financial / travel / personnel systems

Desirable Qualifications And Skills

Experience in organizing large scale intergovernmental meetings both in and outside HQs

Good knowledge of the International Treaty, its policy processes and main operational mechanisms

Good knowledge about diplomatic protocols

Good organizational and planning skills

Good drafting skills to prepare official correspondence and communication

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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