Administrative Coordinator for Meetings & Travel

Global Roles; Roma; Hybride; EUR 24 000 - 38 000; Plein temps

Résumé du poste

The Office Assistant role at FAO headquarters in Rome, Italy, provides essential administrative and office support to the Sustainable Animal Production, Feed and Genetics Branch. You will arrange appointments, welcome visitors, process correspondence and coordinate meetings, travel, and procurement tasks to ensure smooth operations.

You will work with MS Office, handle documentation standards, and assist in drafting communications in English.

Qualifications

• Secondary school education is required.
• Three years of relevant experience in office support work.
• Working knowledge (proficiency - level C) of English.
• Good knowledge of MS Office applications, Internet and office technology equipment.
• General Service Staff are recruited locally; candidates must be nationals/residents or have a valid work permit and reside within commuting distance of the duty station.

Responsabilités

• Arrange appointments for the supervisor, receive visitors, screen and respond to routine requests for information.
• Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Draft responses to standard communications and produce large, complex documents and reports.
• Proofread documents for grammar, punctuation and style according to standards.
• Initiate general administrative tasks in relevant systems (administration, procurement, finance, travel, HR).
• Prepare purchase orders and requisitions; assist in LoA preparation and follow-up.
• Make travel and hotel arrangements and prepare travel authorizations/claims.
• Assist in processing vacancy announcements and consultants' contracts.
• Research, organize information for reports; create spreadsheets/presentations; maintain databases and files.
• Perform other duties as required.

Connaissances

Office Support

MS Office

Internet usage

Documentation standards

Communication standards

Corporate Administration Systems

Procurement Systems

Financial Systems

Travel Management

Human Resources Systems

Administrative Procedures

Official Correspondence

Protocol Matters

Meeting Organization

Multitasking

Written Communication

Oral Communication

Formation

Secondary School Education

Description du poste

The Office Assistant role at FAO headquarters in Rome, Italy, provides essential administrative and office support to the Sustainable Animal Production, Feed and Genetics Branch. You will arrange appointments, welcome visitors, process correspondence and coordinate meetings, travel, and procurement tasks to ensure smooth operations.

You will work with MS Office, handle documentation standards, and assist in drafting communications in English.