Office Assistant

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Job Description – Office Assistant )

Job Summary

The Office Assistant supports administrative and office functions in the Office of the Director, Projects Support Division (PSS) at FAO Headquarters in Rome, Italy. The role contributes to the efficient operation of the work unit, including routine correspondence, call handling, information management, office logistics, travel arrangements, supplies and event support.

Key Functions and Results

- Type, format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation.
- Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries or 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 according to standard procedures.
- Initiate, view and track administrative transactions in the computerized financial/travel/human resources systems.
- Support the organization and administration of meetings, workshops and events (arranging meeting rooms and other facilities).
- Assist with arranging travel: organize transport, logistics, accommodation, documents.
- Ensure availability of office supplies and appropriate maintenance of office equipment.
- Perform other duties as required.

Candidate Assessment

- Education: Secondary School Education.
- Experience: Two years of relevant office support work.
- Languages: Working knowledge of English (proficiency level C)



and intermediate knowledge of another FAO language (Arabic, Chinese, French, Russian or Spanish).
- IT Skills: Knowledge of MS Office, Internet and office technology equipment.

Technical Skills

- Good knowledge of communication and documentation standards.
- Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
- Good knowledge of the organizational structure.

Desirable Qualifications and Skills

- Experience in front office settings.
- Ability to develop and maintain plans for key administrative processes (human resources, travel and procurement).
- Ability to organize and analyse data, prepare graphs, tables and PowerPoint presentations.
- Advanced knowledge of Excel; SharePoint and Power BI are assets.
- Good knowledge of meeting organisation and logistical arrangements, to assist in organising virtual, in‑presence and hybrid events.
- Demonstrated problem‑solving skills, and adaptability to maintain business continuity and accuracy during peak workload periods.

Position Details

Primary Location: Rome, Italy
Duration: Fixed‑term, one year with possibility of extension
Type: Staff position – General Service

EEO Statement

FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture. Qualified female applicants, qualified nationals of under‑represented Members and persons with disabilities are encouraged to apply. All applicants are treated with the strictest confidentiality and will undergo rigorous reference and background checks.

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Vedi l’offerta su Go Lavoro: golavoro.it/annuncio-lavoro/7afqqc