Administrative Assistant

Consultant Programme & Policy

Overview

Support the implementation of the programme and its activities.

You have:

• Bachelor’s degree in Administration, International Relations, Public Management or related fields, or additional 3 (three) years of relevant experience to the post, beyond the requirement.
• Minimum two (2) years of experience in administrative, secretarial, project management, operational and/or human resources activities.
• Mastery of technological tools and use of software and online platforms is necessary.
• Fluency in Portuguese is required.
• Working knowledge of any other working language of the United Nations is desirable.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

The Administrative Assistant reports to the Head of Brazil Office. He/She shall duly and timely perform his/her obligations, under these Terms of Reference. The consultant will work in close collaboration with the UN-Habitat’s operational and technical teams.

Work Location

Rio de Janeiro

Expected duration

5 months

Duties and Responsibilities

The Administrative Assistant will support the implementation of the programme and its activities, with the following responsibilities: a) Provide administrative support to implement project-related activities. b) Support the project team’s communication with local counterparts and partners, such as local governments, civil society organizations, universities, private sector, etc. c) Support the adequate execution of technical and/or administrative activities of the pro-ject, under the guidelines of immediate supervisor. d) Organize project meetings and document group meetings, forums, consultations, train-ing events and other activities related to project planning, development, and implemen-tation. e) Support in the collection of data, legislation and other documents in the municipal of-fices and archives. f) Organize and archive all documents and information relevant to project administration. g) Support the receipt and distribution of correspondence, materials, and equipment. h) Support the team through audits and other administrative and financial compliance checks. i) Maintain and update office inventory. j) Request quotes for low-value acquisitions. k) Write official letters in Portuguese. l) Support the selection processes of technical and/or field personnel, schedule and or-ganize interview panels, contact shortlisted candidates for interviews and provide post-interview feedback if necessary. m) Assist in receiving monthly reports from consultants and/or field staff, including the procedures necessary for the monthly payroll. n) Assist in the organization of events (in-person or online), including registration forms, attendance lists, issuing certificates, booking venues and coffee breaks, and other necessary operational activities. o) Assist with travel requests for the technical team, including travel requests and mis-sion reports. p) Be responsible for keeping information organized and accessible. q) Carry out specific activities and other tasks that may be requested by the supervisor. r) Support other administrative functions as requested by the UN-Habitat operational team in Rio de Janeiro. s) Participate in missions as requested. The consultant will be responsible for completing all courses and training activities that are indicated to him/her by his/her supervisor. The security course BSAFE, from UNDSS, is required to be accredited during the first month of employment. The consultant will be responsible for his/her own security, so the person should get familiarized with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System.

Qualifications/special skills

Education Required: • Bachelor’s degree in Administration, International Relations, Public Management or re-lated fields, or additional 3 (three) years of relevant experience to the post, beyond the requirement. Work experience: • Minimum two (2) years of experience in administrative, secretarial, project manage-ment, operational and/or human resources activities. Skills: • Mastery of technological tools and use of software and online platforms is necessary. • Good knowledge of project management methodologies is desirable. Minimum two (2) years of experience in administrative, secretarial, project manage-ment, operational and/or human resources activities. Proficiency in Office Package (MS Word, Excel, Powerpoint and Outlook).

Languages

• English and French are the working languages of the United Nations Secretariat, and Spanish is the working language of the Regional Office. For the post advertised, fluency in Portuguese is required. Working knowledge of any other working language of the United Nations is desirable.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Potential interview questions

Added 10 months ago - Updated 10 months ago - Source: careers.un.org