Historique

The World Food Programme (WFP) is the world’s largest humanitarian agency fighting hunger worldwide. Finding long-term and sustainable solutions to chronic hunger is also a part of the WFP mandate. The WFP Centre of Excellence against Hunger located in Brazil was launched in November 2011 and has been created as international centre of excellence. The Centre is a partnership between WFP and the Brazilian government, and its aim is to promote south to south cooperation, and provide support to governments in Africa, Asia and Latin America in capacity development in the areas of School Feeding, Nutrition and Food Security.
The Centre is an innovation that seeks to respond government demands for technical support to strengthen their national capacities and knowledge on sustainable school feeding and to support them in the design and management of healthy and sustainable national school feeding and other hunger programmes. The WFP Centre support 18 countries and host study visits.
The Administrative Assistant will be under the overall supervisor of the Centre’s Director and will provide support to the both the Director and Deputy Director.

Devoirs et responsabilités

Summary
The Administrative Assistant will carry various admin tasks pertaining to travel and events, will also function as the Human Resources Focal point in the WFP Centre and provide staff assistant support to the Director and Deputy Director. Under the overall supervision of the Director, the Administrative Assistant report to the Deputy Director of the Centre of Excellence provide administrative support to the front office in the areas of managing the agenda, correspondence, and travel, and as the HR focal point in the office, ensure that HR support is provided to staff, and that HR records maintained and HR actions are initiated under the supervision of the Director/Deputy. The various responsibilities include:


• Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems;
• Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
• Initiate and process administrative actions such as those found in human resources and travel
• Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
• Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
• Draft moderately complex correspondence related to the areas of responsibility;
• Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided;
• Make travel arrangements in line with administrative rules and procedures by raising travel authorization for clearance and support on processing of travel expense claims, as well as prepare and execute the security clearance procedures for Directors when travels are scheduled.
• Support the coordination workshops and seminars
• Provide manage appointment/meeting schedule for Director and Deputy and handle related correspondence
• Set up, classify and maintain files;
• Respond to human resources queries from staff in the unit and the Centre;
• Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance and detailed Terms of Reference are comprehensively included within the body of all Letters of Employment offers;
• Review supporting documentation for processing various actions; answer a variety of enquires and supply readily available information from office files, databases, liaising with other offices as appropriate;
• Verify benefit and other human resources related claims for accuracy and conformance with personnel rules and regulations;
• Draft routine correspondence and initiate process for the preparation of all staff support documentation (visas, identification cards, UN Laissez Passer, bank accounts, etc); organise relevant Customs, immigration and UN documentation process, as required;
• Assist supervisor(s) in monitoring the contractual status of all staff on various appointments based in immediate location; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms;
• Check and maintain attendance registers, leave reports, sick leave, DSA forms and other forms and reports; support the preparation of the staff payroll for recording purposes.
• Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents, and ensure relevant documents are kept in their respective files;
• Liaise with UNDP for national staff contracts, entitlements and recruitment.
• Assist in the preparation of administrative reports; draft routine correspondence; arrange for briefings and debriefings and take notes at meetings;
• Ensure that UNDP and WFP issued human resource and personnel policy manuals, rules, regulations, guidelines, and circulars, are updated and filed regularly;
• Perform other related duties as required.



Impact of Results:
With initiative and judgment produces organized, accurate and well documented records with well analysed data and addresses unforeseen situations seeking advice and guidance from supervisor, as necessary. Demonstrated responsibility for completion of specialized complex processes and activities requiring some interpretation of rules and practices; Recommends an appropriate course of action to staff at various levels within assigned function; Responsibility is taken for completion of processes and delivery of consistent service. Unforeseen situations are addressed by seeking advice and guidance from supervisor, as necessary. Work is integrated with other specialists or entities; May assign work to staff in lower grades.

Compétences

Corporate Competencies:
Demonstrate integrity by modeling the UN’s values and ethical standards; Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Action Management:
Delegates tasks with clear instructions. Prioritizes team activities based on urgencies, time constraints. Ensures that internal clients’ needs are properly met (e.g., follows up with clients) and that individuals have the training necessary to accomplish their work.

Communication:
Adapts the level of language and the complexity of content to the audience. Facilitates transparent communication among staff.
Training and/or experience utilising computers, including word processing, spreadsheet and other standard WFP software packages and systems. General knowledge of UN system policies, rules, regulations and procedures governing human resources administration. Thorough knowledge of modern office procedures and methods. Good knowledge of information management principles. Good knowledge of principles/practices of dealing with high-level visitors. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration

Ethics and Values:
Ensures that WFP’s regulations, procedures and policies are applied within the work unit. Deals fairly and equitably with individuals under their supervision.

Teamwork:
Monitors team progress to ensure objectives are met. Ensures that the developmental needs of the team are met. Actively facilitates cooperation among team members.

Client Orientation:
Ensures that staff understand their clients and their personal role in providing services to them. Works with client to resolve areas of dissatisfaction.

Behavioral Flexibility:
Encourages others to be open and respond constructively to change. Promotes understanding and appreciation of diversity within the work unit. Creates work methods capable of accommodating changing priorities. Encourages others during periods of uncertainty.

Concerns for Order:
Develops strategies to quickly respond in high pressure situations and systems to organise complex data for future use.

Initiative:
Proposes methods to enhance work processes. Proactively identifies potential problems in work unit and implements measures to avoid them. Adjusts work of those directly under their supervision in challenging circumstances.

Information Seeking:
Consolidates data obtained from multiple sources. Identifies areas where further research and analysis are necessary.

Organizational Awareness
Demonstrates an understanding of how own work unit contributes to WFP’s objectives. Adheres to policies and procedures affecting one’s roles and responsibilities. Provides accurate and reliable information to staff on rules, regulations and procedures in area of work. Uses knowledge of specific project objectives to facilitate activities within the work unit.

Critical Success Factors
Ability to utilize computers; ability to handle a large volume of work quickly and accurately under time constraints. Ability to maintain accurate files and precise records; Ability to work systematically and handle confidential material with discretion. Good communication and interpersonal skills in dealing with clients; . Courtesy, tact and ability to work effectively with people of different national and cultural backgrounds; Ability to deal patiently and tactfully with high-level visitors; demonstrated high sense of confidentiality, initiative and good judgment. Good organizational skills; ability to draft moderately complex correspondence and to write and spell correctly. Ability to work independently and exercise good judgment in stressful situations. Ability to perform as a key reference for staff and provide guidance and advice on a range of office procedures. Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational problems with substantial independence. Ability to obtain or give factualinformation of a non-routine nature involving interpretation of facts and requiring clarity ofexpression. Ability to work in a team environment and coordinate assignments to
achieve common goals.

Qualifications et expériences requises

Please, fill with details and complete data all the required information in the Personal History Form (check below how to submit application).

Education:
Secondary School education required. University degree and/or advanced studies (MBA, Master Degree; or equivalent) is an advantage in one or more of the following disciplines: Human Resource Management, Public or Business administration or other related fields.

Experience:
At least 5 year of progressively responsible work administrative experience related to the activities mentioned, including at least one year in the field of human resource or other related field.

Work  experience in the UN System will be considered an advantage.

Language requirements:

Fluency in both oral and written communication in Portuguese and English, including ability to draft written correspondence in English. Fluency in Other UN languages are considered an asset.

Instructions - How to submitt application

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page the UNDP Personal History Form - P11. The P11 can be found in: http://www.pnud.org.br/Oportunidades.aspx  
Only applications made on UNDP Personal History Form - P11 and submitted on time will be examined.


WFP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.