Office Assistant

Job Posting: 16/Aug/2024

Closure Date: 30/Aug/2024, 4:59:00 PM

Organizational Unit: PSU

Job Type: Staff position

Type of Requisition: General Service

Grade Level: G-3

Primary Location: Italy-Rome

Duration: Fixed-term: two years with possibility of extension

Post Number: 1045202

CCOG Code: 2101

**IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based 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**:
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 Partnerships and UN Collaboration Division (PSU) of FAO is responsible for coordinating and overseeing the identification, strengthening and stewardship of strategic partnerships with UN agencies and non-state actors (NSAs) including parliamentarians, civil society organizations, academia and research institutions, family farmers' and Indigenous Peoples' organizations. The Division leads FAO's engagement in the UN Development System repositioning, develops capacities, fosters dialogues, scales up programmes and advocates for FAO's corporate positions in support of FAO's new Strategic Framework and the Sustainable Development Goals (SDGs). It ensures that multistakeholder processes and strategic interventions globally and locally are an integral part of FAO's work and provides targeted support for successful collaboration with NSAs and UN agencies.

The position is located in the UN Collaboration Unit of the Partnerships and UN Collaboration Division (PSU) at FAO headquarters in Rome, Italy.

**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 reports to the Senior Liaison Officer, Head of the UN Collaboration Unit, PSU, and receives guidance from a higher graded Office Assistant/Executive Associate. He/she acts independently on routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
He/she acts independently on routine matters and consults with his/her 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.
- 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, including an e-book for signatures.
- 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.
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