Result of Service

He/She will provide technical advice and support the execution of administrative activities related to the above-mentioned project. The Administrative Assistant will work in close collaboration with the Local Coordinators of the project and the Programme teams of UN-Habitat office in Rio de Janeiro, UN-Habitat headquarters, staff of other UN Agencies, Government officials, media, multilateral and bilateral donors, and civil society.

Work Location

Rio de Janeiro

Expected duration

Six (6) months upon the signature of the contract.

Duties and Responsibilities

Background The main mandate of the United Nations Human Settlements Program (UN-Habitat) is to promote the sustainable development of human settlements and policies that lead to adequate housing for all. Within this framework, UN-Habitat supports federal and state governments, as well as local authorities and other partners to implement the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals and the New Urban Agenda. UN-Habitat helps the low-income population living in urban centers 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 all levels, 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 America and the Caribbean – ROLAC – is based in Rio de Janeiro, Brazil. The Agency puts emphasis on 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. UN-Habitat is starting a new project with the State Government of Rio de Janeiro (Governo do Estado do Rio de Janeiro – GERJ) through the Subsecretariat of Water Resources and Environmental Sustainability (Subsecretaria de Recursos Hídricos e Sustentabilidade Ambiental) that aims to strengthen urban resilience in the State of Rio de Janeiro based on the implementation of the 2030 Agenda and the New Urban Agenda principles. The project will help the State to achieve urban prosperity while implementing global sustainable urban development agendas. In particular, the proposal focuses on: expanding the engagement of the State’s Direct and Indirect Administration in accelerating the implementation of the Sustainable Development Goals (SDGs), complementing the Fluminense Government’s global call to action – Rio2030, and the establishment of a culture of sustainability in the State of Rio de Janeiro that contributes to increasing its urban resilience through the development of disaster prevention and mitigation actions and the engagement of local youth. To support the implementation of this Project and UN-Habitat’s mandate in Brazil, we are looking for an Administrative Assistant. Report to UN-Habitat Manager The Administrative Assistant reports to the National Officer for Brazil, who will evaluate him/her. Responsibilities Under the overall supervision of the National Officer for Brazil, the Administrative Assistant will: 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 project, under the guidelines of immediate supervisor. d) Organize project meetings and document group meetings, forums, consultations, training events and other activities related to project planning, development, and implementation. e) Support in the collection of data, legislation and other documents in the municipal offices 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 organize 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 mission 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 activities will be carried out under the technical supervision of UN-Habitat in articulation with local authorities. 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 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. Outputs/Work Assignment The Administrative Assistant shall support the planning and implementation of the project’s communication activities, together with innovation and advocacy strategies to increase the visibility and awareness of UN-Habitat and the project with local partners, the media and the public.

Qualifications/special skills

Academic Qualifications: Required: • 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. Experience: • At least two (2) years of experience in administrative, secretarial, project management, operational and/or human resources activities. • Professional experience with local governments and/or civil society and advocacy initiatives is desirable. • Previous experience in the United Nations System will be considered an asset. • Familiarity with and interest in urban development and climate issues as well as the Organization’s global urban agenda is desirable. Skills: • Proficiency in Office Package (MS Word, Excel, Powerpoint and Outlook). • Mastery of technological tools and use of software and online platforms is necessary. • Mastery of online event and conference tools is desirable. • Good knowledge of 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 files 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 regarding 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

Fluency in Portuguese is required. Proficiency in English is desirable.

Additional Information

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. Travel will be coordinated and financed by UN-Habitat, according to the United Nations travel rules and guidelines. Remuneration (SB-3/1): BRL 4.891,53 (net amount). 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. 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: recruitment@unon.org

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.