Office Assistant

Overview Office Assistant performs routine administrative transactions and office support for the Director’s Office, CFID, at FAO headquarters in Rome, Italy. The position is fixed‑term for one year with possibility of extension.

Key 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 refer to appropriate contacts/units.

Enter, retrieve, structure and update selected information and data from various sources; present results in standard format.

Set up and maintain office files and reference systems, including an e‑book for signatures.

Initiate, view and track a variety of administrative transactions in the computerized financial, travel and human resources systems.

Support the organization and administration of meetings, workshops and events, arranging rooms and facilities.

Assist with arranging travel: transportation, logistics, accommodation and documents.

Ensure availability of office supplies and proper maintenance of office equipment.

Perform other duties as required.

Supervision & Working Relationships The Office Assistant reports to the Office Associate in the front‑office of the CFI Director. They act independently on routine matters and consult with supervisors on new or complex issues. They interact with colleagues across the unit and provide standard office support services.

Qualifications & Requirements

Secondary school education.

Two years of relevant experience in office support work.

Working knowledge (proficiency – level C) of English.

Knowledge of MS Office applications, Internet and office technology equipment.

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

Good knowledge of the organizational structure.

Nationality or valid work permit to reside within commuting distance of Rome.

Desirable Qualifications

Knowledge of affiliate workforce hiring and travel corporate procedures.

Experience in preparing and monitoring Letters of Agreement.

Knowledge of CFI investment operations and partners.

Working knowledge or limited knowledge of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

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. All selected candidates will undergo rigorous reference and background checks. All applications are treated with strict confidentiality.

Additional Information FAO does not charge a fee at any stage of the recruitment process. Candidate selection is governed by FAO policies, including medical fitness, accreditation, residency/visa requirements and security clearances.

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