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Office Assistant - job post

4.4 out of 5
Roma, Lazio
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Tipo di contratto

  • Tirocinio formativo/stage


Roma, Lazio

Descrizione completa della posizione

Job Posting: 24/Jul/2024
Closure Date: 07/Aug/2024, 4:59:00 PM
Organizational Unit: PST
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-3
Primary Location: Italy-Rome
Duration: Fixed-term: two years with possibility of extension
Post Number: 0118141
CCOG Code: 2101
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.
  • 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.

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.

Organizational Setting

The South-South and Triangular Cooperation Division (PST) was established in 2020 and it aims to be a hub for knowledge generation and exchange to promote the uptake of sustainable agricultural practices, technologies, and innovations to address challenges in agriculture and rural development facing developing countries. PST also oversees, coordinates and facilitates South-South and Triangular Cooperation (SSTC) partnerships across the Organization as an effective mechanism for implementing the FAO Strategic Framework, through the exchange of development solutions, promotion of platforms for knowledge management and networks, mobilization of upstream policy support, and fostering enabling environment for effective SSTC among countries in the global south.

The post is located in the South-South and Triangular Cooperation Division (PST) at FAO headquarters, Rome, Italy.

Main Purpose

The Office Assistant performs a 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 a Senior Programme Officer and receives guidance from a higher graded Office Assistant.
He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.

Working Relationships

The Office Assistant interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.

Key Functions/Results

  • Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
  • Receive, screen and direct telephone calls and visitors; screen and send e-mails; respond to routine internal and external enquiries and/or refer to appropriate contacts /units.
  • Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
  • Set up and maintain office files and reference systems according to standard procedures, including an e-book for signatures.
  • Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems.
  • Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
  • Assist with arranging for travels: organize transport, logistics, accommodation, documents.
  • Ensure availability of office supplies and appropriate maintenance of office equipment.
  • Perform other duties as required.

Impact of Work

The Office Assistant participates as part of a team in the provision of administrative and office support services. Actions reflect on the immediate and wider work unit.


Minimum Requirements

Education: Secondary School Education.
Experience: Two years of relevant experience in office support work.
Languages: Working knowledge (proficient - level C) of English.
IT Skills: 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. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.


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

Technical Skills

  • Good knowledge of the communication and documentation standards.
  • Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
  • Good knowledge of contemporary software used in information management and data search techniques.
  • Good knowledge of the organizational structure.
  • Ability to use and assist other staff with the use of information and knowledge systems and to support related outreach and promotion of these systems.

Desirable Qualifications and Skills

  • Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
  • Knowledge of recruitment process of all categories of staff and non-staff including the process of vacancy announcements issuance.
  • Knowledge of Letters of Agreement procedures and experience in its preparation and monitoring.
  • Experience in secretarial duties/front office/IT support operations.
  • Limited knowledge (intermediate - level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).


FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency

  • FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
  • Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at
  • The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
  • 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."Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
  • No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
  • For additional information visit the FAO employment website:

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:


  • To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
  • Incomplete applications will not be considered
  • Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
  • Incomplete applications will not be considered
  • Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
  • Only applications received through the recruitment portal will be considered
  • Your application will be screened based on the information provided in your online profile
  • We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance:
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