Operations Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the direct supervision of the Operation Analyst, the Operations Assistant carries out varied and inter-related operational activities ensuring high quality and accuracy of work. The Operations Assistant results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

Duties and Responsibilities

Provide general administration and operations support to the Brazil Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies. •Contribute to an annual workplan for the Operations Team and monitor the implementation; •Participate in review meetings and provide support to the assessment of the managerial and operationalcapacities of implementing partners in collaboration with the programme and technical team; •Provide administrative support and guidance to colleagues on operational issues; •Provide a continuous and up-to-date flow of information between the CO and the RO as needed; •Assist the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist; •Prepare for internal and external audits and coordinating implementation of audit action plan by draftingperiodic status update reports and collating supporting documents; •Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to the implementation of HR services in accordance with UN Women rules and regulations and corporate policies and strategies: •Create and upload vacancy announcements and organize interview panels; and other tasks, as assigned; •Provide support in personnel administration for international and national staff as appropriate (e.g. renewal ofUNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of homeleave entitlements); •Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by theOperations Manager; •Perform the Human Resources Associate duties when need it; •Maintain staffing list, reports, folders, as required.

Support and Process Special Service Agreement (SSA) / Individual Consultant: •Prepare SSA agreements package (including drafting, processing, and documentation; •Maintain records and reports related to SSA agreements; •Ensure compliance with UN Women's guidelines and procedures for SSA arrangements and follow applicableStandard Operation Procedure (SOP); •Ensure that all SSAs processes are done in a timely and organized matter for all projects; •Perform Buyer role in Quantum, prepare Purchase Orders (POs); •Prepare the contracts and submissions to the Procurement Review Committee (PRC) as required. Provide general support to coordinate official missions and ensure timely and effective support of travel logistics for the Office and Programme Team. •Perform travel processor role, checking if travel arrangements are coherent with Travel policy; •Provide administrative support to travel arrangements, including reservations, travel authorizations, visaprocessing, and related documentation; •Collect information for Daily Subsistence Allowance (DSA) as required.

Provide administrative support to office and assets management: •Perform as an Asset Focal Point; •Maintain records of asset management and generate reports; •Contribute to inventory reports; •Implement inventory and physical verification control for the office and projects; •Update databases with asset, human resources, and procurement data; •Coordinate shipments and conference facilities.

Provide administrative support to knowledge building and knowledge sharing: •Provide administrative support in the organization of trainings for the operations/ projects staff on administrativerelated matters; •Compile lessons learnt and best practices in administration, travel, and human resources.

Key Performance Indicators: •Adherence to UN Women rules and regulations. •Quality support to conferences and events. •Quality organization of files and reports. •Timely support to team.

Competencies

Core Values: •Respect for Diversity •Integrity •Professionalism Core Competencies: •Awareness and Sensitivity Regarding Gender Issues •Accountability •Creative Problem Solving •Effective Communication •Inclusive Collaboration •Stakeholder Engagement •Leading by Example Functional Competencies: •Ability to administer administrative processes and transactions; •Ability to perform work of confidential nature and handle a large volume of work; •Strong knowledge of administrative rules and regulations; •Good IT and web based management skills; •Ability to priorities work and to multi-task.

Required Skills and Experience

Education and certification:

University Degree in Business Administration or related field is required

Post graduation or specialization degree in Business Administration or relatedfield is an asset.

Experience:

At least 8 years of progressively responsible experience in administration, humanresources, or program management support services at the national orinternational level. Experience in the usage of computers and office software packages (MS Word,Excel, etc.) is required. Experience in monitoring ongoing contract activities, projects, and agreements isan asset. Working experience in the UN System, embassies or NGO is an asset. Work experience in web-based platforms, ERP systems like Atlas or Quantum isan asset.

Language Requirements:

Fluency in Portuguese and English is required. Working knowledge of Spanish is an asset.

Recruitment Process Application and Submission:

In case of not mentioning the essential requirements in your application, your application will not be considered for evaluation test and, therefore, will be discarded from the process. Only those applications that fit on the shortlist will be contacted for an interview (if applicable). UN Women assumes no responsibility and only describes one of the many ways to compress documents related to the application. You may use whichever one you deem appropriate. All applicants must complete the online at UNDP Jobs website (Careers | United Nations Development Programme) no later than 11:59 pm 08/31/2023. Completed and signed UN Women Personal History form (P-11) in English which can be downloaded from UN-Women-P11-Personal-History-Form.doc (live.com)

NOTE: Applicants that do not complete the online application and send the supporting documents will not be considered. Applicants that fail to provide evidence of the information given in the online form and/or P-11 form will be disqualified.

Diversity and Inclusion: At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)