Office Assistant

Office Assistant

Apply for the Office Assistant role at FAO.

Organizational Setting

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations. The FAO Fisheries and Aquaculture Division (NFI) is responsible for the economic, social, institutional, governance and policy aspects of FAO’s activities related to fisheries and aquaculture. It focuses on human and food well‑being of fishing communities, collection, compilation, validation, trend analysis and dissemination of the best available fishery statistics, and the management and conservation of aquatic resources, including biodiversity and threatened habitats. Modern management standards and best practices are promoted, and technology development is aligned with environmental, food security and community wellbeing.

The post is located in the Value Chain Development Team (NFIMV) of NFI at FAO headquarters in Rome, Italy.

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.

Supervision Received/Exercised

The Office Assistant reports directly to one or more professional staff and the budget holder responsible for two Korean government‑funded projects, namely: GCP/GLO/1321/ROK and GCP/GLO/098/ROK. The assistant acts independently in routine matters and consults with supervisors on new or more complex issues and procedures. Supervision is focused on quality and on‑the‑job learning.

Working Relationships

The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients in the organization, providing routine administrative and office support services.

Key Functions / Results

• 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, ensuring adherence to established standards.
• Initiate general administrative tasks in the computerized general administration, procurement, finance, travel, human resources system.
• Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA); obtain clarification and follow up when necessary.
• Make travel and hotel arrangements and prepare travel authorisations/claims for staff and affiliate workforce as required.
• Assist in the administrative processing of vacancy announcements and consultants’ contracts.
• Research, compile and organise information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update mailing lists and other databases; 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 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

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 visa/work permit and reside within commuting distance of the duty station at the time of the 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 administration, procurement, finance, travel, human resources systems and administrative procedures and policies.
• Good knowledge of the organisational structure.

Desirable Qualifications and Skills

• Knowledge of and experience with trust‑funded project activities.
• Knowledge of Korean is an asset.

Call for Expressions of Interest – Vacancy Announcement

Job Posting: 04/Nov/2025
Closure Date: 19/Nov/2025, 12:59:00 AM

Organizational Unit: NFI
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G‑4
Primary Location: Italy‑Rome
Duration: Fixed‑term – one year with possibility of extension
Post Number: 2010811
CCOG Code: 2101

Important Notice

Please note that Closure Date and Time displayed above are based on the date and time settings of your personal device.

EEO Statement

FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture. Qualified female applicants, qualified nationals of non‑and under‑represented Members and persons with disabilities are encouraged to apply. Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values. FAO, as a Specialised 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 discrimination. All selected candidates will undergo rigorous reference and background checks. All applications will be treated with the strictest confidentiality. FAO 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 Sustainability Statement

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations. The Food and Agriculture Organization of the United Nations contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework, supporting the transformation to more efficient, inclusive, resilient and sustainable agri‑food systems for better production, better nutrition, a better environment and a better life, leaving no one behind.