Office Assistant

Coordinates office, management-support and administrative services for FAO’s Human Resources Division in Rome. The role manages executive scheduling and correspondence, supports meetings and administrative processes, prepares records and reports, coordinates office-support staff and maintains effective filing, reference and information systems for the work unit.

• Manage the supervisor’s calendar, appointments, visitors, calls and sensitive correspondence
• Coordinate office support for meetings, training, seminars, committees and events
• Process incoming correspondence, follow up actions and prepare draft responses
• Perform administrative duties including contracts, staffing requests, attendance and budget follow-up
• Compile background material and generate reports from databases
• Coordinate office-support staff and train colleagues in administrative procedures
• Maintain filing and reference systems and recommend office-procedure improvements

• Secondary school education
• Four years of relevant office or management-support experience
• Working knowledge of English and intermediate knowledge of Arabic, Chinese, French, Russian or Spanish
• Very good knowledge of MS Office applications, Internet and office technology equipment
• Italian nationality or an existing valid Italian work visa or permit with residence within commuting distance of Rome

• Experience handling sensitive and confidential information
• Experience in a front-office setting
• Familiarity with Governing Bodies Sessions and related documentation
• Experience drafting routine and non-routine correspondence in English

• Executive Support
• Calendar Management
• Office Administration
• Meeting Coordination
• Correspondence Management
• Records Management
• Document Proofreading
• Administrative Procedures
• Report Preparation

• Microsoft Office
• Internet

• Candidates must attach language proficiency certificates to the online profile
• No international benefits are payable because the position is locally recruited and paid in local currency