Office Assistant, Rome

Organizational SettingFAO's commitment to environmental sustainability is integral to our strategic objectives and operations.The Forestry Division (NFO) leads FAO's work in promoting sustainable forest management and providing leadership on the environmental, social and economic dimensions of forestry, including its contributions to poverty reduction and food security and nutrition. It liaises with Members, civil society and the private sector in aspects ranging from development of effective forest policies to forest conservation and management issue and strengthens the role of forests in climate change mitigation and adaptation. The Division also collects, analyses and disseminates information on the world's forest resources and on the production, trade and consumption of wood and non-wood products.The position is located in the Global Forest Resources Assessment (FRA) team of the Forestry Division (NFO) at FAO headquarters in Rome, Italy.Main PurposeThe 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/ExercisedThe Office Assistant reports to higher-graded Office Associate of the FRA team, NFO.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 RelationshipsThe 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 and direct telephone calls and visitors; screen and send e-mails; 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, 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 WorkThe 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 FOLLOWINGMinimum RequirementsEducation: Secondary School Education.Experience: Two years of relevant experience in office support work.Languages: Working knowledge (proficiency - level C) of English.IT Skills: 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 ImprovementTechnical Skills• Good knowledge of the communication and documentation standards.• Good knowledge of corporate computerized financial, travel, human resources systems and administrative procedures and policies.• Good knowledge of the organizational structure.Desirable Qualifications And Skills• Intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).• Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).• Good planning and organizational skills• Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.