Are you prepared to kickstart your career with a prominent global company? The Food and Agriculture Organization of the United Nations (FAO) is seeking three dynamic and organized individuals to join its team as Office Assistants. This is an incredible opportunity to gain invaluable experience, contribute to meaningful work in the fight against hunger, and become an integral part of a multicultural environment. If you are a proactive problem-solver with a keen eye for detail, we encourage you to APPLY NOW and take the first step toward a rewarding professional journey with FAO.
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Details
Job Opportunity: Office Assistant (Multiple Positions)
Organization: Food and Agriculture Organization (FAO)
Location: Rome, Italy
Posting Date: 21 August 2025
Application Deadline: 18 September 2025, 11:59 PM CEST
Position Details
- Job Type: General Service Staff (G-5 level)
- Duration: Fixed-term (2 years, with possibility of extension)
- Post Number: 0017655
- Primary Location: Rome, Italy
- Organizational Unit: FAO Investment Centre (CFI)
Key Responsibilities
- Manage the Deputy Director’s calendar, including scheduling appointments, coordinating meetings, and handling correspondence.
- Provide administrative support for meetings, seminars, and events, including minute-taking and follow-up on action items.
- Process incoming and outgoing communications, ensuring accuracy and adherence to FAO standards.
- Assist with budget monitoring, contract extensions, leave recordings, and other administrative tasks.
- Maintain filing systems, update office websites, and ensure efficient information flow within the unit.
- Train and guide other office support staff to ensure consistency and quality of work.
Eligibility and Requirements
- Education: Secondary School Education.
- Experience: Minimum 4 years of relevant office/management support experience.
- Languages: Working knowledge (Proficiency Level C) of English. Knowledge of another FAO official language (Arabic, Chinese, French, Russian, or Spanish) is desirable.
- IT Skills: Proficiency in MS Office, internet tools, and office technology equipment.
- Residency: Must be a national of Italy or possess a valid work permit/residency visa within commuting distance of Rome.
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Core Competencies
- Strong focus on results, teamwork, and effective communication.
- Ability to build and maintain relationships while sharing knowledge and promoting continuous improvement.
- Familiarity with FAO’s administrative procedures, financial systems, and organizational structure is advantageous.
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Office Assistant 2
Job Opportunity: Office Assistant (G-5)
Rome, Italy
Position Details:
- Job Posting Date: 21 August 2025
- Application Deadline: 04 September 2025, 11:59 PM CEST
- Organizational Unit: Fisheries and Aquaculture Division (NFI)
- Job Type: Staff Position
- ** Grade Level:** G-5
- Type of Requisition: General Service
- Primary Location: Rome, Italy
- Duration: Fixed-term for two years, with a strong possibility of extension
- Post Number: 0115185
Key Functions and Responsibilities:
Under the direct supervision of an Office Associate and the overall guidance of the Director, the Office Assistant will perform a wide array of critical tasks, including:
- Executive Support: Managing the Director’s complex calendar, screening and prioritizing appointment requests, coordinating schedules, receiving high-level visitors, and screening emails and correspondence of a sensitive and confidential nature.
- Meeting and Event Coordination: Providing end-to-end support for meetings, training seminars, committees, and special events. This includes preparing agendas, attending sessions to record detailed minutes, monitoring follow-up activities, and arranging for professional editing and translation of documents.
- Communication Management: Reviewing, recording, and distributing all incoming mail and correspondence. Preparing draft responses to a wide range of communications, which often requires a understanding of technical terminologies and detailed FAO procedures. Performing rigorous quality control and proofreading on all outgoing documents to ensure adherence to format, grammar, and the FAO house style.
- Administrative Duties: Executing key administrative tasks such as supporting contract extensions, processing requests for temporary staff, managing leave and attendance records, and assisting with budget preparation and follow-up. Coordinating seamlessly with other units to ensure the efficient expedition of work.
- Research and Reporting: Researching, compiling, and organizing background information and reference materials from diverse sources for reports, briefs, and speeches. Generating statistical and other reports from various internal databases to inform decision-making.
- Knowledge Management: Creating and maintaining the Division’s sophisticated filing and reference systems, including e-signature management (e-books). Continuously reviewing office procedures to recommend and implement improvements and updating relevant office websites.
Minimum Requirements:
- Education: Completion of Secondary School Education.
- Experience: A minimum of four years of relevant and progressive experience in office management and administrative support roles.
- Languages: Working knowledge (Proficiency Level C) of English.
- IT Skills: Demonstrated proficiency in the MS Office applications (Word, Excel, PowerPoint, Outlook), internet research tools, and standard office technology equipment.
- Residency: Must be a national of Italy or hold a valid residence permit/work visa and reside within daily commuting distance of Rome at the time of application.
Core Competencies:
- Results Focus
- Teamwork
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Communication
Technical/Functional Skills:
- Thorough knowledge of official communication and documentation standards.
- In-depth knowledge of corporate computerized systems for finance, travel, and human resources, as well as administrative procedures and policies.
- Excellent understanding of FAO’s organizational structure.
Desirable Qualifications and Skills:
- Working knowledge (Proficiency Level C) of another FAO official language (Arabic, Chinese, French, Russian, or Spanish).
- Proven experience and knowledge in organizing meetings and workshops, both at headquarters and in the field.
- Demonstrated operational knowledge of procurement procedures for goods and services, including contract management.
- Experience with administrative procedures for recruiting and managing Non-Staff Human Resources (consultants, etc.) using systems like TALEO and GRMS.
- Proficiency in using collaborative platforms such as MS Teams, SharePoint, and Zoom for organizing and managing virtual meetings.
- Strong skills in research, data compilation, and maintaining organized digital archives using spreadsheets and database tools.
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Office Assistant 3
Job Opportunity: Office Assistant (G-4)
Forestry Division (NFO)
Rome, Italy
Position Overview
The Food and Agriculture Organization of the United Nations (FAO) is in search of a committed and meticulous Office Assistant to become part of the Forestry Division (NFO) at its main office located in Rome, Italy. This role is critical to supporting the FAO Governing Bodies and Global Processes team, which coordinates high-profile initiatives such as the Committee on Forestry (COFO) and FAO’s contributions to international forest policy frameworks. The ideal candidate will possess strong organizational skills, proficiency in administrative tasks, and a commitment to contributing to sustainable forest management and global environmental goals.
Key Details
- Job Posting Date: 21 August 2025
- Application Deadline: 04 September 2025, 11:59 PM CEST
- Grade Level: G-4
- Job Type: General Service Staff
- Duration: Fixed-term (2 years, with possibility of extension)
- Post Number: 0118184
- Location: Rome, Italy
- Organizational Unit: Forestry Division (NFO)
Key Responsibilities
- Administrative Support:
- Manage appointments, receive visitors, and handle routine correspondence.
- Provide logistical and protocol support for meetings, conferences, and committees.
- Process incoming mail, track pending actions, and draft responses to routine communications.
- Document Management:
- Proofread, format, and edit documents for accuracy, grammar, and adherence to FAO standards.
- Create and maintain spreadsheets, presentations, and databases for mailing lists and reference materials.
- Procurement and Travel:
- Prepare purchase orders, requisitions, and Letters of Agreement (LoA).
- Arrange travel and accommodations for staff and affiliates; process travel authorizations and claims.
- Human Resources Support:
- Assist in administrative processing of vacancy announcements and consultant contracts.
- Initiate tasks in FAO’s computerized systems for finance, procurement, travel, and human resources.
- General Duties:
- Maintain electronic and paper filing systems.
- Perform other tasks as required to ensure the smooth functioning of the office.
Minimum Requirements
- Education: Secondary School Education.
- Experience: Three years of relevant office support experience.
- Languages: Working knowledge (Proficiency Level C) of English.
- IT Skills: Proficiency in MS Office applications, internet tools, and office technology equipment.
- Residency: Must be a national of Italy or possess a valid work permit/residency visa within commuting distance of Rome.
Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical Skills
- Knowledge of communication and documentation standards.
- Familiarity with corporate administrative systems and procedures.
- Understanding of FAO’s organizational structure.
Desirable Qualifications
- Experience in organizing large-scale intergovernmental meetings.
- Strong editing, organizational, and planning skills.
- Intermediate knowledge (Level B) of another FAO official language (Arabic, Chinese, French, Russian, or Spanish).
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