Director Assistant

Location: Brasília, Brazil

Application Deadline: 25 February 2018

Type of Contract: Service Contract (SC)

Duration of initial contract: 12 months

Post Level: SB-3

Background

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 Centre is looking for a highly motivated proactive Director Assistant with good writing and networking skills. Potentially an interesting position for a dynamic professional, with a good education background, exceptional language skills in Portuguese and English, and some experience abroad to assist the Director.

Duties and Responsibilities

Accountabilities: Under the direct supervision of the Centre`s Director, the Assistant will be responsible for the following duties:

• Support and/or maintain relationships with partners and donors by assisting the Director.
• Liaise with partners and increase their awareness of WFP’s Centre´s activities.
• Ensure that Director is regularly updated on the resourcing status of particular project/operations.
• Liaise with Director about relevant events and meeting´s schedules.
• Prepare   briefs   and   other   documents   explaining   partners   policies/trends.
• Prepare briefing materials for Directors for use on official trips or special meetings.
• Make presentations and participate in meetings on behalf of the Directors whenever requested.
• Attend meetings to introduce the Centre or to maintain partners updated about office´s activities.
• Coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the Directors.
• Maintain the Director´s calendar and schedule appointments and meetings and make tentative appointments on his/her behalf; brief the Director on matters to be considered prior to scheduled meetings.
• Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; drafts moderately complex correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures.
• Raise travel authorizations 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.
• Prepare trip documents in ERP system, make travel and events arrangements to support travel for the office staff, study visits and other events.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for business team.
• Provide procedural advice to professional and train new general services staff of the office on office methods and procedures, and on the use of various computer programmes to improve the quality and efficiency of their work.
• Coordination and liaison with all business unit in the Centre and maintain flow of information.
• Operates centralized telephone system, screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the office’s programme and activities as well as sensitive information.
• Manages main entrance doors access for visitors and security control; greets visitors and directs them to appropriate staff.
• Manages meeting rooms calendar and schedule appointments as appropriate.
• Liaise with other units to resolve issues and clarify or obtain additional information.
• Maintain accurate records and files within the field of work.
• Perform other duties as required.

Minimum qualifications:

Education:

University degree in Business Administration, International Relations, Development Studies, Political Sciences, Social Sciences,  Communication or other related area is a requirement.

Experience:

At least two years of progressively responsible executive assistant, general administrative work in international organizations, private corporations and/or government. Related internship and volunteer work will be considered.

Knowledge:

• Knowledge of standardised business support work routines and methods.
• Experience in the usage of office equipment and office software packages, including word processing and spreadsheets.
• Experience in handling of web based management systems.
• Experience with travel services will be an asset.
• General knowledge of UN system policies, rules, regulations and procedures is an asset.

Language:

Fluency in both oral and written communication in English and Portuguese. Working knowledge in French will be an asset.

https://career5.successfactors.eu/career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=76144

4Ps Core Organizational Capabilities

 

4P Theme	Capability Name	Description of the behaviour expected for the proficiency level.
Purpose	Understand and communicate the Strategic Objectives.	Helps teammates articulate WFP’s Strategic Objectives.
	Be a force for positive change	Suggests potential improvements to team’s work processes to supervisor.
	Make the mission inspiring to our team	Explains the impact of WFP activities in beneficiary communities to teammates.
	Make our mission visible in everyday actions	Articulates how own unit’s responsibilities will serve WFP’s mission.
People	Look for ways to strengthen people’s skills	Trains junior teammates on new skills and capabilities.
	Create an inclusive culture	Seeks opportunities to work with people from different backgrounds.
	Be a coach & provide constructive feedback	Serves as a peer coach for colleagues in same area of work.
	Create an “I will”/”We will” spirit	Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance	Encourage innovation & creative solutions	Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
	Focus on getting results	Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
	Make commitments and make good on commitments	Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
	Be Decisive	Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership	Connect and share across WFP units	Suggests opportunities for partnering with other units to supervisor.
	Build strong external partnerships	Identifies opportunities to work with colleagues and partners in the field towards common goals.
	Be politically agile & adaptable	Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
	Be clear about the value WFP brings to partnerships	Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Functional Capabilities

Capability Name	Description of the behaviour expected for the proficiency level
Business Support Services & Reporting	Demonstrates ability to collect and summarise data to enable supervisor(s) to efficiently make informed decisions, and to respond to and/or escalate needs of the clients.
Resource Management for Administration	Demonstrates ability to track and compile reports on resource usage on project-level basis.
Specialised Knowledge in Administrative Services	Demonstrates a basic understanding of administration best practice techniques within own area and a basic understanding of WFP standards, processes and infrastructure in area of responsibility. Shows an eagerness to develop understanding in the area.
Customer Focus	Understands and follows the established standards and protocols for service excellence within own area to maintain quality of delivery and high levels of customer satisfaction.