Administrative Analyst

Organizational Settings

This post is located in FAO Brasil, duty station Brasília. The Administrative Analyst will perform the full range of office support, and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Reporting Lines

Lilian Romera, Representative Assistant of FAOR for Administration in Brazil.

Technical Focus

The candidate for this vacancy should be able to conduct activities related to administrative services, procurement processes, travel and security.

Tasks and Responsibilities:

1) Travel process:

• Update Consolidate and monitor the travel plan for FAO Brasil in line with FAO rules and procedures;
• Initiate and process the TAs and submits for DSA payment;
• Guide travellers in processing theirs TECs, and when necessary, process it.
• Weekly monitoring of the payment recovery (outstanding report) in GRMS regarding travel pre-payment;
• Monitoring the Travel Agency contract: Maintaining the contract properly filled, monitoring the reimbursement reports, monitors and process the invoices payment of the air tickets, maintains updated the information about authorized people to emit tickets and informing about any problems;
• Provide support in the preparation of national, international and high-level meetings/ seminars/workshops, searching for and organizing background information and documents, making travel and logistic arrangements for the courses in Brazil;
• Set up and maintain files, both in hard copy and electronically related to the work of the office regarding travel activities;
• Maintain the Local Guidance book updated and provide training regarding travel rules and procedures;
• perform any other task related to national and international

2) Administrative services:

• Vehicles: Organize the driver’s daily work and provide guidance for them and also maintaining the logbook updated in COIN. Maintain the FAO BRA vehicles updated regarding insurance, taxes, legal documents and maintenance;
• Archive Management: provide organization of the FAO central file and ensure its updated in line with MS601;
• Supplies: Ensure supplies for Office are in place and duly Provide cost refund regarding using of FAO assets: Also monitor FAO daily operational payments for telephone, courier, filling company and others expenses related to Office maintenance;
• ensure custom house are properly done under FAO contract;
• Asset Management: perform all assets activities in accordance with MS 503; and IQR: ensure the IQR annual exercise;
• Premises: Prepare the annual Reporting Donated premises for the Financial Statements; and ensure proper maintenance of FAO office space;
• Administrative Contracts: ensure all administrative contracts for the Unit are updated accordingly.

3) FAO Security and Warden Focal Point:

• Ensure that all UN UNDSS recommendations are properly in place and monitor it;
• Provide all necessary information for FAO personnel regarding UN security rules and procedures;

4) FAO Procurement Processes:

• Elaboration and updated of Vendor list and guide them during procurement processes;
• Revise procurement material and provide guidance and training;
• Procurement Plan update and monitoring; and provide others necessaries reports;
• Conduct Procurement processes in line with FAO MS 502;
• Revise procurement processes/documents in line with FAO MS 502;
• Prepare Terms of Reference to the ADM acquisitions when necessary;
• prepare weekly report regarding the procurement process;
• Act as Local Procurement Committee Secretary.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING:

Minimum Requirements

• University Degree in Business, Administration, Law, International Relations and related areas;
• Five years of experience in procurement and five years of experience in administrative support work;
• Working knowledge (writing and oral) of English. Fluency in Portuguese;
• Very good knowledge of the MS Office package, Internet and office technology equipment.
• Brazilian citizens or resident in the country with a regular work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Thorough knowledge of the procurement/travel/administrative regulations and procedures of any public or international entity or organization;
• Thorough knowledge of the ERP Corporate applicable modules and ability to guide, direct and advise colleagues on its use and applications;
• Thorough knowledge of UN system procurement/travel/administrative regulations, policies and procedures;
• Certification on procurement delivered from an internationally recognized institution or Brazilian law is an asset;
• Specialization in Administration, Law and related areas will be considered an asset;
• Knowledge in Spanish would be considered an asset;
• Experience in travel management support would be considered an asset