Administrative Assistant

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is dedicated to promoting sustainable development of human settlements and policies that ensure adequate housing for all. Established to address urbanization challenges, UN-Habitat collaborates with various stakeholders, including governments, civil society, and the private sector, to foster inclusive, resilient, and sustainable urban environments. The organization operates globally, with a significant focus on Latin America and the Caribbean through its Regional Office for Latin American and the Caribbean (ROLAC) based in Rio de Janeiro, Brazil. UN-Habitat has been actively expanding its initiatives in Brazil, working closely with local governments to implement effective urban policies that address social, economic, and environmental challenges. The agency's mission is to transform cities into safer and more inclusive spaces, ensuring that all individuals can live with dignity and access opportunities for growth and development.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the implementation of UN-Habitat's projects in Brazil, particularly focusing on the Social Territories Program aimed at addressing urban poverty in Rio de Janeiro. This position requires close collaboration with various teams, including programme, operations, and project teams, to ensure that project objectives and organizational priorities are met. The incumbent will be responsible for providing comprehensive administrative support, facilitating communication with local partners, and ensuring the smooth execution of project-related activities. The role demands a proactive approach to organizing meetings, managing documentation, and maintaining compliance with UN-Habitat's standards. The Administrative Assistant will also be involved in data collection, correspondence management, and event organization, contributing to the overall success of the projects undertaken by UN-Habitat in the region.

Duties and Responsibilities:
The Administrative Assistant will have a diverse set of responsibilities, including but not limited to: providing administrative support for project activities, collaborating with project teams and local partners, organizing meetings and documenting discussions, managing project-related documentation and correspondence, maintaining office inventory, assisting in recruitment processes, and ensuring compliance with financial and administrative guidelines. The incumbent will also be responsible for organizing events, maintaining organized records of project activities, and supporting the operational team with various administrative functions. Additionally, the Administrative Assistant will be expected to uphold UN-Habitat's quality standards and ethical principles throughout their work, ensuring that all activities align with the organization's mission and objectives.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Administration, Economics, Law, International Relations, Public Management, or related fields. Alternatively, candidates with an additional three years of relevant experience beyond the educational requirement will also be considered. A minimum of two years of experience in administrative, secretarial, project management, operational, or human resources activities in Brazil is required. Experience working with local governments or civil society organizations is desirable, as is familiarity with the United Nations System and urban development issues. Proficiency in Microsoft Office Suite and technological tools is essential, along with strong organizational and communication skills.

Educational Background:
The position requires a Bachelor’s degree in a relevant field such as Administration, Economics, Law, International Relations, or Public Management. Candidates with additional relevant experience may be considered in lieu of formal education. The educational background should provide a solid foundation for understanding administrative processes and project management principles, which are critical for the role.

Experience:
The ideal candidate should have at least two years of relevant work experience in administrative roles, particularly within project management, operations, or human resources. Experience with local governments or civil society organizations is highly desirable, as it demonstrates an understanding of the local context and the ability to navigate complex stakeholder environments. Previous experience within the United Nations System is also advantageous, as it indicates familiarity with the organization's operational standards and procedures.

Languages:
Fluency in Portuguese is mandatory for this position, as the role involves significant communication and documentation in the local language. Additionally, a working knowledge of English and/or French is desirable, given that these are the working languages of the United Nations Secretariat. Proficiency in Spanish is also beneficial, particularly for collaboration within the Regional Office.

Additional Notes:
This position is offered on a local basis, and only nationals from Brazil or candidates with a permanent visa in Brazil are eligible to apply. The contract is for a duration of six months, with the possibility of extension based on performance and availability of funds. The role is full-time, and the incumbent may be required to travel within Brazil as part of their duties. Remuneration will be determined according to UNOPS Local ICA or UNDP’s salary scale, and the position includes health insurance coverage through Cigna. All applications must be submitted in English and should include a cover memo, educational background, professional experience, and any relevant additional information. The recruitment process is conducted with strict confidentiality, and only shortlisted candidates will be contacted.