Office Assistant

Food and Agriculture Organization

Rome, Italy

Experience: 3 to 5 Years

Skill Required: Media and Communication

The Office of Climate Change, Biodiversity and Environment (OCB) assists FAO Members in their responses towards the challenge of climate change mitigation and adaptation, as well as the development of adaptive capacities of agriculture, fisheries and forestry for the conservation and sustainable use of biodiversity and other natural resources. It provides a coordination role on climate change, biodiversity and the environment. The Office also serves as the focal point for a multidisciplinary and global approach to the United Nations Framework Convention on Climate Change (UNFCCC), the Convention on Biological Diversity (CBD) and topics on bioenergy as well as on Globally Important Agriculture Heritage Systems, ecosystem restoration and green and climate resilient agriculture.
In 2019, FAO adopted its Strategy on Mainstreaming Biodiversity across Agricultural Sectors (Strategy) and an Action Plan for the Implementation of the Strategy (Action Plan). To achieve the Strategy's aim and goals, FAO is committed to (i) supporting Members, at their request, to enhance their capacity to mainstream biodiversity; (ii) integrating biodiversity into FAO policies, programmes and activities; (iii) enhancing the recognition of the important role of biodiversity and its ecosystem services for food security and nutrition, and the agricultural sectors in relevant international agreements and processes; and (iv) strengthening the coordination and delivery of its work on biodiversity. The Biodiversity Mainstreaming Unit (OCBB) coordinates and supports the Organization in the implementation of the Strategy.
The position is located in the Biodiversity Mainstreaming Unit (OCBB) of the Office of Climate Change, Biodiversity and Environment (OCB) at FAO headquarters in Rome, Italy.
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 reports to the Senior Natural Resources Officer, Team Leader of OCBB and the budget holder responsible for regular programme and trust fund resources of the unit. He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.
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; 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.
  • 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 travel: 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.
Candidates Will Be Assessed Against The Following:
Minimum Requirements:
  • Education Secondary School Education.
  • Experience Two years of relevant experience in office support work.
  • Working knowledge (proficient - level C) of English.
  • IT Skills: Knowledge of the 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.
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 the organizational structure.