Office Assistant (Administration)

Provides administrative, protocol and office-support services to FAO’s Family Farming, Parliamentary Networks and Communication for Development Unit in Rome. The role manages appointments, correspondence, travel and financial-system tasks, prepares documents and reports, supports meetings and recruitment administration, and maintains records so the unit’s partnership work runs efficiently.

• Arrange appointments and screen calls and visitors
• Provide protocol, administrative and logistics support for meetings and conferences
• Process correspondence and follow up pending actions
• Draft routine correspondence and produce reports and documents
• Proofread and format documents to established standards
• Initiate administrative tasks in financial, travel and human-resources systems
• Prepare travel authorisations, claims and hotel arrangements
• Maintain databases, mailing lists, reference materials and electronic and paper files

• Secondary-school education
• Three years of relevant office-support experience
• Working knowledge of English
• Italian nationality, valid work visa or permit, and residence within commuting distance of Rome

• Experience raising consultancy contracts and letters of agreement in GRMS
• Experience conducting journal vouchers and accounting adjustments
• Intermediate knowledge of Arabic, Chinese, French, Russian or Spanish

• Office Administration
• Protocol Support
• Travel Administration
• Correspondence Management
• Document Proofreading
• Records Management
• Meeting Coordination
• Database Management
• Recruitment Administration
• Financial Administration

• Microsoft Office
• iMIS
• GRMS
• eBMM
• FPMIS