Office Assistant

Office Assistant – IPPC Secretariat – FAO

Post number: 2002282. Duration: Fixed-term two years with possibility of extension. Primary location: Rome, Italy. Closure date: 20 Nov 2025 10:59:00 PM.

Main Purpose

The Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Key Responsibilities

• Arrange appointments for the supervisor, receive visitors, screen and send e‑mails 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, following up on pending actions.
• Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Initiate general administrative tasks in the computerized general administration / procurement / financial / travel / human resources system.
• Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtaining clarification and following up when necessary.
• Make travel and hotel arrangements and prepare travel authorizations / claims for staff and affiliate workforce as required.
• Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Perform other duties as required.

Impact of Work

The incumbent's work impacts the timely and efficient delivery of office support services and on the overall output of the work unit.

Minimum Requirements

• Education: Secondary School Education.
• Experience: Three years of relevant experience in office support work.
• Languages: Working knowledge (proficiency – level C) of English.
• IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment.
• Residency: Candidate must be a national of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of application.

Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of communication and documentation standards.
• Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies.

Desirable Qualifications and Skills

• Very good drafting skills for the preparation of official correspondence and communications.
• Very good organizational and planning skills.
• Initiative and ability to work under pressure to tight deadlines in a team environment.
• Good knowledge of FAO procurement procedures; good knowledge of FAO financial accountability practices.

Additional Information

• FAO does not charge a fee at any stage of the recruitment process.
• Higher educational qualifications must be obtained from an institution accredited/recognized in the World Higher Education Database (WHED).
• Internal FAO candidates’ appointment length follows applicable policy for extension of appointments.
• Appointment subject to medical fitness, necessary certifications, residency or visa requirements and security clearances.
• Local staffing: candidates recruited locally and paid in the local currency; no international benefits payable.
• For additional information visit the FAO employment website.

Remuneration

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, see the UN salary survey.

How to Apply

• Visit the recruitment website at Jobs at FAO and complete your online profile.
• Submit application with language certificates; only certificates from UN accredited external providers or FAO language examinations are accepted.
• Incomplete applications will not be considered.
• Applicants may be requested to provide performance assessments, authorization for verification checks and background information.
• Only applications received through the recruitment portal will be considered.

FAO is a non‑smoking environment

FAO is a non-smoking environment.