Office Assistant

Office Assistant – FAO

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems for better production, better nutrition, a better environment, and a better life, leaving no one behind.

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 to the IPPC Meetings Associate. Supervision focuses on the quality of work performed and provides on‑the‑job learning. The assistant acts independently in routine matters.

Working Relationships

The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within 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 to 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), obtain clarification and follow 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 the overall output of the work unit.

Candidate Assessment Criteria

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. Eligible 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 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 and FAO financial accountability practices.

Job Posting

06/Nov/2025

Closure Date

21/Nov/2025, 12:59:00 AM

Organizational Unit

NSP

Job Type

Staff position

Type of Requisition

General Service

Grade Level

G-4

Primary Location

Italy – Rome

Duration

Fixed‑term: two years with possibility of extension.

Post Number

2002282

IMPORTANT NOTICE

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.

Equal Employment Opportunity & Workforce Diversity 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 Specialized 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.