Administrative Analyst

Organizational Setting

FAO Brazil - The Position's primary focus is to support County Office projects implementation regarding administrative services in line with FAO rules and procedures.

Reporting Lines

Representative Assistant for Administration in Brazil

Technical Focus

The Administrative Analyst will perform the full range of administrative tasks in order to provide efficient support for Office daily activities under Administration Unit. The candidate should be able to conduct processes regarding Travel, Procurement and General Administrative services. The candidate will work in close collaboration with FAO ADM & Procurement Specialist

Tasks and Responsibilities

Travel process in line with FAO rules and procedures: • Consolidate and monitor annual travel plan; • process and guide about Travel Authorization and Travel Expense report; • Weekly monitoring of Travel outstanding report and Travel Management Report; • 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; • 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;

Administrative services in line with FAO rules and procedures : • Vehicles: Organize and provide guidance for the driver’s daily work. Also maintain the vehicle 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; • Support daily management of the Office.

FAO Procurement Processes: • Elaboration and updated of Vendor list and guide them during procurement processes; • Support the revision of procurement material and provide guidance and training; • Support the Procurement Plan update and monitoring and others necessaries reports; • Prepare Terms of Reference to the ADM acquisitions when necessary; • Conduct Procurement processes in line with FAO MS 502 during absence of ADM &Procurement Specialist;

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, travel and administrative support work; • Working knowledge (writing and oral) of English – level B. Fluency in Portuguese; • Brazilian nationals or residents

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 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 would be an asset; • Certification on procurement delivered from an internationally recognized institution or Brazilian law is an asset; • Very good knowledge of the MS Office package, Internet and office technology equipment. • Specialization in Business, Administration, Law and related areas will be considered an asset. • Knowledge in Spanish would be considered an asset level A.