Office Assistant, Rome, Italy

Job Description
- Office Assistant **)

Job Description
CALL FOR EXPRESSIONS OF INTEREST
- VACANCY ANNOUNCEMENT : *Office AssistantJob Posting06/Sep/**Closure Date21/Sep/, 9:59:00 PMOrganizational Unit : CSH
- Human ResourcesJob TypeStaff positionType of Requisition : General ServicePrimary LocationItaly-RomeDuration : Fixed-term: two years with possibility of extensionPost Number : *IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal deviceStaff 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 cultureQualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to applyEveryone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's valuesFAO, 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 discriminationAll selected candidates will undergo rigorous reference and background checksAll applications will be treated with the strictest confidentialityFAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the ***
* 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.
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The Human Resources Division at the Food and Agriculture Organization (FAO) serves as an enabler of FAO's strategic objectives by fostering a dynamic, inclusive, and high-performing organizational culture.
Our mission is to empower managers, leaders, staff and the affiliate workforce through strategic talent management practices, ensuring alignment with FAO's goals and values.
In this context, the Division provides effective administrative function and serves as a strategic partner that delivers innovative, integrated, and forward-looking HR solutions.
The position is located in the Human Resources Division at FAO headquarters in Rome, Italy.
Main PurposeThe 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/ExercisedThe Office Assistant reports to the Director, Human Resources Division.
The incumbent operates independently and 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 RelationshipsThe 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/ResultsScreen 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 responsesto 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 expedit