Office Assistant, Italy

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

Country: Italy

City:

Office: FAO in

Closing date: Monday, 8 August 2022

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2202083

Office Assistant

Job Posting: 25/Jul/2022

Closure Date: 08/Aug/2022, 9:59:00 PM

Organizational Unit : CSL

Job Type: Staff position

Type of Requisition : General Service

Grade Level : G-5

Primary Location: Italy

Duration : Fixed-term: 1 year with possibility of extension

Post Number : 2009169

CCOG Code : 2101

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.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

Organizational Setting

The Logistics Services Division (CSL) provides advice, guidance, and oversight for FAO logistics operations both at headquarters and in FAO Decentralized Offices. It provides policy and operational support to ensure that the Organization’s administrative services function effectively and efficiently.

The position is located in the Logistics Services Division (CSL) at FAO headquarters in Rome, Italy.

Main Purpose

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.

Supervision Received/Exercised

The Office Assistant reports to the Director of the Logistics Services Division (CSL), and Senior Professional Staff. The incumbent operates independently, 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.

Working Relationships

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.

Key Functions/Results

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

Minimum Requirements

Education: Secondary School Education. Experience: Four years of relevant experience in office/ management support work. Languages: Working knowledge (proficient - level C) of English and limited knowledge (intermediate - level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish). IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.

Residency: 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.

Competencies

Results Focus

Teamwork

Communication

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, functions, administrative procedures and policies and matters of protocol.

Desirable Qualifications And Skills

Experience of FAO administrative and HR processes and related systems.

Extensive and relevant experience in a front-office setting.

Working knowledge (proficient - level C) of Italian is desirable.

Working knowledge of (proficient - level C) of a second UN language, preferably French or Spanish, is desirable.

Demonstrated ability to interact with internal and external stakeholders with diplomacy Ability to handle sensitive and confidential issues.

Ability to prioritize and handle multiple requests simultaneously.

Experience in drafting standard and official correspondence, including to high-level officials.

Ability to proofread texts/outgoing correspondence and formal documents.

Extent of experience in providing guidance and supervision to junior General Service staff.

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

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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

Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications

Incomplete applications will not be considered

Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application

Only applications received through the recruitment portal will be considered

Your application will be screened based on the information provided in your online profile

We encourage applicants to submit the application well before the deadline date.

If you need assistance please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT

Link to the organization’s job posting: https://unjobs.org/vacancies/1658778087834