Job Description - Administrative Assistant (2403208)Job PostingDate: 17/Oct/2024Closure Date31/Oct/2024, 10:59:00 PMOrganizational Unit: FLBRA - FAO Representation in BrasilJob TypeNon-staff opportunitiesType of Requisition: PSA (Personal Services Agreement)Duration: 11 months with possibility of extension upon performanceIMPORTANT 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 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.Organizational SettingThe 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.Reporting LinesRepresentative Assistant for Administration in BrazilTechnical FocusThe 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 Responsibilities1) 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.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).Supervise the validity of contracts for national and international affiliate workforce 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.Facilitate knowledge exchange and best practices within the office.Assist in the performance evaluation process of national and international consultants.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 a monthly basis.Elaborate the procurement guidelines with workload and workflow.Elaborate and maintain updated the Vendor list with banking instruction.Prepare Specifications for ADM acquisitions when necessary.Conduct Procurement processes in line with MS 502.Revise procurement processes/documents in line with MS 502.Raise POs and monitor them at GRMS and IMIS.Act as Local Procurement Committee Secretary.Keep updated the procurement files (electronic) in line with FAO rules and procedures.Monitor the UN LTAs and contracts ensuring the deadlines, renews and expenses.CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWINGUniversity Degree in Business, Administration, Law, International Relations and related areas.Five (5) years of experience in administration area, including 3 years in procurement processes and 2 years in recruitment processes.Languages: Working knowledge of English and Portuguese.National of Brazil or resident of the country with valid work permit.FAO Core CompetenciesTechnical/Functional SkillsCertification on procurement delivered from an internationally recognized institution is an asset.Thorough knowledge of the ERP applicable modules.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.Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.ADDITIONAL INFORMATIONFAO does not charge a fee at any stage of the recruitment process.Incomplete applications will not be considered.Applications received after the closing date will not be accepted.Only language proficiency certificates from UN accredited external providers will be accepted.Appointment will be subject to certification that the candidate is medically fit for appointment.HOW TO APPLYTo apply, visit the recruitment website at Jobs at FAO and complete your online profile.Attach a letter of motivation to the online profile.Once your profile is completed, submit your application.Only applications received through the FAO recruitment portal will be considered.We encourage applicants to submit the application well before the deadline date.
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