Organizational Setting FAO's commitment to environmental sustainability is integral to our strategic objectives and operations. The Fisheries and Aquaculture Division (NFI) is responsible for the economic, social, institutional, governance and policy aspects of FAO's activities related to fisheries and aquaculture and their development, with particular emphasis on human well‑being, food security and poverty reduction; post‑harvest utilization, marketing and trade with due regard to the protection of the environment, food security and the well‑being of fishery communities; collection, compilation, validation, trend analysis and dissemination of the best available and up‑to‑date fishery statistics and for the syndication of the FAO information on all aspects of world fisheries and aquaculture. The Division is also responsible for FAO's activities related to the management and conservation of the living aquatic resources used by fisheries and aquaculture, including the biodiversity and ecosystem maintenance, with particular emphasis on the most vulnerable and threatened species and habitats; management of responsible fisheries and aquaculture in accordance with management standards and best practices; development of fisheries technology, with due regard to the protection of the environment, food security and the well‑being of fishing communities, including the safety of fishers and fishing vessels. The post is located in the Office of the ADG/Director of the Fisheries and Aquaculture Division (NFI) at FAO headquarters in Rome, Italy.
Main Purpose 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 one or more professional staff and receives guidance from the ADG/Director, NFI and one Office Associate. He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on‑the‑job learning.
Working Relationships 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 for travels: 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.
Minimum Requirements
Education: Secondary School Education.
Experience: Two years of relevant experience in office support work.
Languages: Working knowledge (proficiency 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.
Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Technical Skills
Knowledge of the communication and documentation standards.
Knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
Knowledge of the organizational structure.
Desirable Qualifications And Skills
Good knowledge of front office work.
Knowledge and experience in research, compilation and organization of information and reference materials from various sources for reports, mailing lists and other uses of data, using spreadsheets and dedicated database management tools and applications, to develop and maintain an organized and easily used archive.
Good knowledge of and experience using MS‑Teams, SharePoint, Zoom, Skype and other teleconferencing platforms, and organizing meetings using the same.
Experience in the organization of meetings and workshops at HQs and in the field, with knowledge of the related procedures and workflow for clearances, authorizations, organization and actual implementation.
Demonstrated operational knowledge of procedures, requirements and workflow for the procurement of services and goods, including preparation, implementation and closure of Letters of Agreement and other contractual instruments.
Knowledge of recruitment and hiring processes, appointment travel and duty travel process of all categories of staff and affiliate staff.
Experience in preparing, drafting, formatting and finalizing routine correspondence, ensuring appropriate routing and follow‑up in order to respect established deadlines.
Intermediate knowledge (intermediate proficiency - level B) of another official language of the Organization (Arabic, Chinese, French, Russian or Spanish).
Call For Expressions Of Interest - Vacancy Announcement Job Posting: 25/Feb/2026
Closure Date: 11/Mar/2026, 3:59:00 PM
Organizational Unit: NFI
Job Type: Staff position
Type of Requisition: General Service
Grade Level: G-3
Primary Location: Italy-Rome
Duration: Fixed term: two years with possibility of extension
Post Number: 2001805
CCOG Code: 2101
IMPORTANT NOTICE
FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture.
Qualified female applicants, qualified nationals of non‑and under‑represented Members and persons with disabilities are encouraged to apply.
Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values.
FAO, as a Specialized Agency of the United Nations, has a zero‑tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
All selected candidates will undergo rigorous reference and background checks.
All applications will be treated with the strictest confidentiality.
FAO staff are subject to the authority of the Director‑General, who may assign them to any of the activities or offices of the Organization.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
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