Result of Service
He/she will provide technical advice and support the execution of activities related to the implementation of the abovementioned project. The Administrative Assistant will work in close collaboration with the operational, technical and communications teams of UN-Habitat in Rio de Janeiro and local project teams, staff of other UN Agencies, Government officials, media, multilateral and bilateral donors and civil society.
Expected duration
1 month and a half upon the signature of the contract, with the possibility of renewal.
Duties and Responsibilities
Background The main mandate of the United Nations Human Settlements Programme (UN-Habitat) is to promote sustainable development of human settlements and policies conducive to adequate housing for all. Within this framework, UN-Habitat supports central and state governments, as well as local authorities and other partners for the implementation of the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals and the New Urban Agenda. UN-Habitat helps the urban poor by transforming cities into safer, more inclusive, compact, integrated, resilient and connected places with better opportunities where everyone can live with dignity. It works with organizations at every level, including all spheres of government, civil society and the private sector to help build, manage, plan and finance sustainable urban development. The Regional Office for Latin American and the Caribbean – ROLAC – is based in Rio de Janeiro, Brazil. The Agency puts emphasis in developing and managing activities in the host country. Indeed, for the past years, UN-Habitat has expanded its portfolio in Brazil by working with the three tiers of government in order to support the formulation and implementation of more effective, sustainable, participative and socially fairer urban economic, social and environmental policies. Through a partnership with the Government of the State of Alagoas to improve institutional and technical capacities of State and municipal stakeholders on sustainable territorial and urban development, UN- Habitat is now setting up the third phase of the project named “Sustainable and inclusive urban prosperity in the State of Alagoas”. This third phase shall lead to enhance State of Alagoas engagement toward sustainable and inclusive urban prosperity, through a better understanding of the urban setting, and the establishment or improvement of its public policies, plans, and actions. In order to properly implement this project, an Administrative Assistant is required to ensure a good execution of the work programme. Report to UN-Habitat Manager The Administrative Assistant reports to the Country Officer Coordinator for Brazil and to the Programme Coordinator in the UN-Habitat office in Maceió (AL). Outputs/Work Assignment The Administrative Assistant shall support and advise the implementation of projects activities according to the responsibilities indicated below. Responsibilities Under the overall supervision of the National Officer for Brazil, the Administrative Assistant will work in the following areas: a) Provide appropriate administrative support to implement project-related activities; b) Support project teams communication with counterparts and local partners, such as local governments, civil society organisations, Universities, private sector etc.; c) Support the adequate execution of technical and/or administrative activities of the project, under the guidelines of its immediate supervisor; d) Organize project meetings and document group meetings, forums, consultations, training events and other activities related to the planning, development, and implementation of the project; e) Organize and file all relevant documents and information in the administration of the projects; f) Support the receiving and distribution of correspondences, materials, and equipment; g) Support the team through audits and other administrative and financial compliance; h) Keep and update the office’s inventory; i) Request quotations for low value acquisitions; j) Redact official letters in both Portuguese and English; k) Support selection processes for technical and/or field staff, schedule and set up interview panels, contact shortlisted candidates for interview and send post interview feedback if necessary; l) Assist in receiving monthly reports from consultants and/or field staff, including the necessary procedures for monthly payroll. m) Assist in holding events (in-person or online), including registration forms, attendance lists, issuing certificates, booking venues and coffee breaks and other necessary operational activities; n) Assist in requesting travel for the technical team, including travel request and mission reports; o) Be responsible for maintaining an organised and accessible information file; p) Perform ad hoc activities and other duties which may be requested by the supervisor; q) Support other administrative functions as requested by the UN-Habitat operational team in Rio de Janeiro. r) Participate in missions as requested. The consultant will be responsible for completing all courses or training activities that are indicated to him/her by his/her supervisor. The security course BSAFE 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
Academic Qualifications: Required: ● Bachelor’s degree in Business Administration, Human Resources, Secretariat, International Relations or related field is required, or additional three (3) years of relevant experience to the post, beyond the requirement. Experience: ● A minimum of two (2) years of relevant experience with administrative, secretarial, operational and/or human resources routine is required. ● Previous experience with the United Nations is considered an asset. ● Familiarity with and interest in urban and development issues and in the urban global agenda of the Organization is desirable. Skills: ● Good computer skills in Windows and Office packages and Web search engines is required. ● Good handling of technological tools and use of software and online platforms is desirable. ● Good handling of online event and conference tools is desirable. ● Good knowledge on project management methodologies is desirable. Knowledge Management ● The person must know the processes, procedures and norms of UN-Habitat, in order to guarantee an adequate quality of the activities described above, following the standards of the organization. ● The person will propose formats and procedures that allow the efficient implementation of the activities related to the project development. ● The person must know the file of the Office, work with it and ensure its proper maintenance, accessibility for all staff and due updating. ● The person will prepare databases related to the project running. ● The person will make sure that all relevant technical information will be adequately shared with the correspondent staff. ● The person will ensure that all produced material will be fit-for-purpose and delivered, in an organized way, for posterior consultation and use of the Agency. Competencies ● Professionalism: Experience working in inter-institutional environment, project management, monitoring-evaluation; approaches and strategies with regard to good urban governance and local and regional development. ● Planning and organization: Professional approach to work, strong sense of responsibility, operate with minimal supervision; proven organizational skills and ability to manage a workload efficiently and within set deadlines. ● Communication: Ability to write clearly and effectively; listen to others, interpret messages correctly and respond appropriately; show openness in information sharing and keep everyone informed; solid abstract reasoning skills together with a proven capacity to write documents for diverse audiences. ● Teamwork: Ability to work with teams, demonstrate leadership, conflict management and consensus facilitation skills; ability to work in a multicultural and multi-ethnic environment, and to respect diversity; sensitivity to the main streaming of vulnerability; willingness and ability to work in difficult environments.
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. Spanish and/or English is desirable.
Additional Information
Remuneration (SB-3/1): BRL 4.891,53 (net amount). Travel details The consultant must be available to travel to the places related to the activities in the country, if requested by the National Officer for Brazil and/or the International Officer. Travels will be coordinated and financed by UN-Habitat, according to the United Nations travel rules and guidelines. Notes Appointment against this post is on local basis and only nationals from Brazil or external candidates who hold a permanent visa in Brazil may apply. It is required for all the curricular information to be inserted in the system, which may take a few hours. Only complete applications in English will be considered. 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. Applications should be submitted through INSPIRA and must include all documents required at the system, please be ready to include the following information at the “Candidate Profile” (PHP) at Inspira: 1. Cover memo (maximum 1 page) 2. Educational Background (incl. dates) 3. Professional Experience (assignments, tasks, achievements, duration by years/ months) 4. Expertise and preferences regarding location of potential assignments 5. Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)* * Please note that Internships, self-employment and part-time count as 50%. In addition to it, note experience not relevant to the position will not be considered. All applications should be submitted to: Inspira Deadline for applications: ● UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact:
[email protected] 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.