Organizational Setting

The Administrative Assistant will perform the full range of administrative tasks in order to provide efficient support for Office daily activities under Administration Unit.
Through its FAO Country Offices or Representations, the Organization assists governments in formulating policies, programmes and projects to address hunger and malnutrition and provides technical support for the sustainable development of the agricultural, fisheries and forestry sectors, facilitating cooperation and direct work on the ground.

Reporting Lines

Representative Assistant for Administration in Brazil

Technical Focus

The candidate should be able to conduct processes regarding Human Resource, Procurement and General Administrative services. The candidate will work in close collaboration with FAO ADM team.

Tasks and responsibilities

1) FAO Human Resources : 

The ADM Assistant is responsible for executing administrative tasks related to the hiring of national and international affiliate workforce, in accordance with FAO rules and regulations. Under the supervision of  A-FAOR/ADM and in close collaboration with ADM  Unit team, the ADM Assistant performs the following functions:
•    Support the overall hiring plan for hiring of national and international affiliate workforce.
•    Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
•    Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•    Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
•    Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
•    Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
•    Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks.
•    Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization’s values and commitments.
•    Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, and innovation.
•    Assist in the performance evaluation process of national and international consultants, providing logistical and administrative support for the preparation and recording of their performance evaluation reports (QAR).
•    Maintain confidentiality and handle sensitive information with discretion.
•    Perform other tasks as required.

2) FAO Procurement Processes:
The ADM Assistant is responsible for executing administrative tasks related to the procurement processes, in accordance with FAO rules and regulations. Under the supervision of  A-FAOR/ADM and in close collaboration with ADM Unit team, the ADM Assistant performs the following functions:
•    Ensure the Procurement Plan updates and monitoring on monthly basis;
•    Elaborate the procurement guidelines with workload and workflow, keep the document updated providing guidance and training for FAO personnel and projects on quarterly basis;
•    Elaborate and maintain updated the Vendor list with banking instruction duly registered at GRMS for EFT and guide them during procurement processes;
•    Prepare Specifications to the ADM acquisitions when necessary and also provide support for projects in guiding them and ensuring the final correct version;
•    Conduct Procurement processes in line with MS 502 assuring the Sustainable Procurement principles application;
•    Revise procurement processes/documents in line with MS 502;
•    Raise POs and monitor them at GRMS and IMIS report on weekly basis;
•    Act as Local Procurement Committee Secretary checking the SoD and ensure support documents duly signed and filled at WORKSPACE;
•    Keep updated the procurement files (electronic) in line with FAO rules and procedures;
•    Keep the central e-mail of Procurement ([email protected])
•     Focal point for Quality Assurance of Letters of Agreement (MS 507)
•     Monitor the UN LTAs and contracts ensuring the deadlines, renews and expenses.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•     University Degree in Business, Administration, Law, International Relations and related areas;
•     Five (5) years of experience in administration area out of which 3 years of experience in conducting procurement processes and 2 years of experience in conducting recruitment processes and/or human resources area experience
•    Languages: Working knowledge (level C, writing and oral) of English and in Portuguese;
•    National of Brazil or resident of the country with valid work permit.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

•    Certification on procurement delivered from an internationally recognized institution or Brazilian law is an asset;
•    Thorough knowledge of the ERP applicable modules and ability to guide, direct and advise colleagues on its use and applications;
•    Thorough knowledge of UN system regulations, policies and procedures would be an asset;
•    Specialization in Business, Administration, Law and related areas will be considered an asset.
•    Knowledge in Spanish would be considered an asset
•    Working knowledge of the official language of the country (if considered necessary)