Office Assistant

Join to apply for the Office Assistant role at FAO Organizational Setting FAO contributes to the 2030 Agenda through the FAO 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 Office of Innovation (OIN) is a key instrument that provides strategic direction, drives and coordinates innovation across the organization. Main Purpose The Office Assistant performs routine administrative transactions and office support functions that contribute to the smooth and efficient running of the work unit. Supervision Received/Exercised The Office Assistant reports to the Programme Officer and receives guidance from a higher‑grade Office Assistant. The role acts independently on routine matters and consults on new or more complex issues. Working Relationships Interactions are with colleagues from within the work unit and involve the exchange of routine information and provision of standard office support services. Key Functions / Results Type format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation. Receive and direct telephone calls and visitors; screen and send e‑mails; respond to routine internal and external enquiries or refer to appropriate contacts/units. Enter, retrieve, structure and update selected information and data from various sources, present results in standard format. Set up and maintain office files and reference systems, including an electronic book for signatures. Initiate, view and track a variety of administrative transactions in the computerised financial, travel and human‑resources systems. Support the organisation and administration of meetings, workshops and events (e.g. arranging meeting rooms and facilities). Assist with arranging travel: organise transport, logistics, accommodation and documentation. 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. Minimum Requirements Education: Secondary School Education. Experience: Two years of relevant office support work. Languages: Working knowledge (proficiency – Level C) of English. IT Skills: Knowledge of MS Office applications, Internet and office technology equipment. Residency: Nationals of the country of the duty station or holders of a valid visa/work permit residing within commuting distance of the duty station. Competencies Results Focus Teamwork Communication Building Effective Relationships Knowledge Sharing and Continuous Improvement Technical Skills Good knowledge of communication and documentation standards. Good knowledge of corporate computerised financial, travel and human‑resources systems and administrative procedures and policies. Good knowledge of the organisational structure. Desirable Qualifications And Skills Intermediate knowledge (intermediate proficiency – Level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish). Advanced knowledge of MS Excel. Knowledge of the recruitment process of all categories of staff and non‑staff, including vacancy announcements. Knowledge and expertise in FAO’s Field Programme life cycle, procedures and systems. Knowledge and experience with AI tools to improve office support efficiency. Job Posting 12/Nov/2025 Closure Date 26/Nov/2025, 10:59:00 PM Organisational Unit OIN Job Type Staff position Type of Requisition General Service Grade Level G-3 Primary Location Italy – Rome Duration Fixed term: one year with possibility of extension Post Number CCOG Code 2101 Equal Opportunity Statement 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. All staff are required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values. FAO, as a specialised agency of the United Nations, has a zero‑tolerance policy for conduct incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will undergo 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 activity or office of the Organization. Environmental Commitment FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations. #J-18808-Ljbffr