Administrative Assistant

Job Posting: 17/Oct/2024

Closure Date: 31/Oct/2024, 5:59:00 PM

Organizational Unit: FLBRA - FAO Representation in Brasil

Job Type: Non-staff opportunities

Type of Requisition: PSA (Personal Services Agreement)

Grade Level: N/A

Primary Location: Brazil-Brasilia

Duration: 11 months with possibility of extension upon performance

Post Number: N/A

**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

**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**

**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.
- 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 logístical 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;
- 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;
- Focal point for Quality Assurance of Letters of