Administrative Assistant

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• 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 person 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.

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 (faobr-licitacao@fao.org)
• 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)

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help or have queries, please contact\: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website\: http\://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT