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 in the Director's Office, CFID, at FAO headquarters in Rome, Italy.

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 the MS Office applications, Internet and office technology equipment.
• 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 valid 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 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: Good knowledge of affiliate workforce hiring and travel corporate procedures.
• Desirable: Knowledge of Letters of Agreement procedures and experience in its preparation and monitoring.
• Desirable: Knowledge of CFI investment operations and partners.
• Desirable: Working knowledge (proficiency- level C) or limited knowledge (intermediate proficiency- level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Skills

• Office Support
• Microsoft Office applications
• Internet usage
• Office technology equipment
• Communication standards
• Documentation standards
• Corporate Financial Systems
• Corporate Travel Systems
• Human Resources Systems
• Administrative Procedures
• Organizational Structure Knowledge
• Letters of Agreement Preparation
• Letters of Agreement Monitoring
• CFI Investment Operations Knowledge
• Affiliate Workforce Hiring Procedures
• Work Permit Compliance

Languages

English