Office Assistant

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. The position is located within OSG at FAO headquarters in Rome, Italy, supporting the UN Food Systems Coordination Hub.

Responsibilities

• 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.

Requirements

• Secondary School Education.
• Two years of relevant experience in office support work.
• Working knowledge (proficiency - level C) of English.
• Knowledge of MS Office applications, Internet and office technology equipment.
• General Service Staff are recruited locally and must be nationals of the country of the duty station or possess an existing visa to work or a valid work permit and reside within commuting distance of the duty station at the time of the application.
• Good knowledge of 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.
• Prior experience in supporting front office settings is desirable.
• Experience with travel management and support the organization of high-level meetings is desirable.
• Limited knowledge (intermediate proficiency - level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish) is desirable.
• Ability to develop and keep track for key administrative processes (human resources, travel and procurement) is desirable.
• Experience in programme support and business operations areas; planning, budgeting, financial reports preparation, expenditure forecasting, and general administration is desirable.
• Experience in direct collaboration and support of the country/field offices is desirable.
• Advanced knowledge of MS Excel is desirable.
• Knowledge of recruitment and hiring processes of all categories of staff and non-staff including the process of vacancy announcements issuance is desirable.

Skills

• Office Support
• Microsoft Office applications
• Internet usage
• Office technology equipment
• Communication standards
• Documentation standards
• Corporate Financial Systems
• Travel Systems
• Human Resources Systems
• Administrative Procedures
• Organizational Structure Knowledge
• Front office support
• Travel Management
• Meeting Organization
• Administrative Process Tracking
• Programme Support
• Business Operations
• Planning and Budgetary Processes
• Financial Reporting
• Expenditure Forecasting
• MS Excel

Languages

English