Temporário – Administrative Project Assistant – FAO – Recife, PE

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FAO

Technical Focus

The goal of the REDESER project is to interrupt and reverse the desertification process through actions to address the growing causes of soil degradation and biodiversity loss in Areas at Risk of Desertification (ARD) with action focused on (but not limited to) areas in the states of Bahia, Paraíba, Rio Grande do Norte, Ceará and Alagoas.

The Project’s actions are structured into five complementary components:

1) To promote the Integrated Management of Natural Resources in the productive landscapes of the ARD; (2) To promote forest management for multiple uses, through the adoption and expansion of Sustainable Forest Management among the local farmers in the ARD; 3) Forest and Restoration of Landscapes so as to contribute to the economies of the communities and the conservation of biological diversity; (4) Knowledge Management, capacity-building and awareness-raising targeting the communities and institutions involved in environmental licensing processes; and 5) Coordination with other agencies, monitoring and evaluation.

 Under the direct supervision of the Technical Project Coordinator (TPC), the Administrative Assistant will be responsible for carrying out the administrative and routine activities of the REDESER Project Management Unit (PMU), located in the city of Recife.

Tasks and responsibilities

Under the direct supervision of the Technical Project Coordinator (TPC), the Administrative Assistant will be responsible for carrying out the administrative and routine activities of the REDESER Project Management Unit (PMU), located in the city of Recife.

The Administrative Assistant is responsible for the following designated activities, among others:

  •  Promote administrative support for the execution of the tasks and activities foreseen in the Annual Redeser Work Plans and the routine activities related to the project in multiple and diffuse administrative matters;
  • Support the Technical Coordinator and other members of the PMU in responding to the team’s administrative demands, as well as in providing guidance regarding the United Nations Food and Agriculture Organization (FAO) standards and policies;
  • Support the FAO Brazil team in responding to the demands of those involved in the Redeser project;
  • Advise the Technical Project Coordinator on the proper procedures for the hiring of personnel and services, the purchasing of equipment, the donation of equipment and other items foreseen in Redeser’s planning;
  • Support the PMU in monitoring the deadlines for administrative instruments and taking the relevant actions so that the instruments are properly concluded;
  • Take the appropriate action regarding travel requests and travel accountability, in accordance with FAO’s rules and procedures for employees and consultants; to ensure the implementation of Security Clarence; To monitor, control and ensure the receipt of tickets and guarantee that any necessary changes are made;
  • Guarantee that the financial support documentation for all administrative instruments in the payment of consultants, contracts, reimbursements, advances and project expenses are in line with FAO’s rules and policies, including requests for correction, and to provide guidance to the interested parties when necessary, in order to ensure the smooth running of financial processes;
  • Assist in the editing of texts and official documents for the execution of administrative tasks, to make note of any financial movements, and to archive and update the Project documents;
  • Feed and update the Project databases by digitizing data and information, according to the orientations of the Technical Project Coordinator and other Project Coordinators, and to keep both physical and electronic databases;
  • Support the PMU in analyzing Administrative-financial records and processes according to the procedures established by FAO, and to report possible inconsistencies identified in Budget-financial reports, so that appropriate action may be taken;
  • Support internal and/or external audit requests, and any requests made by the Ministry of the Environment concerning Project-related activities;
  • Perform other related tasks, compatible with your role and to support the PMU team whenever necessary, providing administrative information for the drafting of reports and guaranteeing the smooth running of project activities
  • Provide administrative and logistical support in the preparation of missions, conferences, workshops, meetings, capacity-building courses and events (local and external);
  • Support activities for the mobilization and articulation of actors;
  • Contribute to project knowledge management networks and communities, if applicable;
  • Participate in capacity-building for the FAO BR operation/programs team.

Minimum Requirements:

  • Undergraduate degree in Public Management, Administration or related areas, provided by an educational institution recognized by the Ministry of Education – MEC.
  • Minimum two years of professional experience related to administrative work and technical competence activities in project/program development at national or international level.
  • Minimum one year of professional experience in the monitoring of contracts, projects and agreements;
  • Minimum one year of professional experience in the technical and logistic organization of meetings, seminars and capacity-building courses.
  • Brazilian Nationality

 FAO Core Competencies:

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

 Technical/Functional Skills:

  • Professional experience related to technical cooperation Projects and/or international Organizations (UN system) is desirable.
  • Excellent oral and written communication abilities;
  • Computing skills (Office package), information management using online management platforms, and systematization of data and information;
  • Initiative, good judgment and ability to keep an office environment organized;
  • Ability to manage operational processes and transactions;
  • Inclusive collaboration.
  • Desirable good knowledge of FAO administrative rules and regulations is desirable;
  • Desirable IT and web-based management skills are desirable.

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