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 support central and state governments, local authorities, and various partners, UN-Habitat focuses on implementing the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals, and the New Urban Agenda. The organization aims to transform cities into safer, more inclusive, and resilient places, providing better opportunities for all. The Regional Office for Latin America and the Caribbean (ROLAC) is located in Rio de Janeiro, Brazil, and has been expanding its portfolio in the country by collaborating with government tiers to formulate and implement effective, sustainable, and socially equitable urban policies.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the implementation of UN-Habitat's programs and activities in Brazil. Reporting directly to the Head of the Brazil Office, the Administrative Assistant will work closely with operational and technical teams to ensure that all administrative tasks are executed efficiently and in accordance with UN-Habitat's standards. This position requires a proactive approach to managing various administrative functions, including human resources, finance, and general administration, to facilitate the smooth operation of projects and initiatives. The Administrative Assistant will be expected to maintain a high level of professionalism and integrity while adhering to the principles of the United Nations.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: liaising with HR at UN-Habitat Headquarters for the review of Terms of Reference; following up on hiring processes conducted by partner agencies; scheduling and organizing interview panels; contacting shortlisted candidates and providing post-interview feedback; gathering necessary documentation for hiring in various modalities; preparing monthly reports to Headquarters; maintaining the HR database; organizing and filing project-related documents; supporting audits and compliance; drafting official correspondence; managing payment requests; assisting with payroll; advising on financial management; controlling project budgets; raising transaction requests; monitoring accounting transactions; preparing budget revisions; and ensuring adherence to UN-Habitat's principles of integrity and security" style="border-bottom: 1px dotted #007bff !important;">security.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Administration, 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, and/or human resources activities is required. Previous experience within the United Nations System will be considered an asset. Proficiency in the Office Package (MS Word, Excel, PowerPoint, and Outlook) is essential, along with mastery of technological tools and online platforms. Knowledge of project management methodologies is desirable, and candidates should demonstrate strong organizational skills, professionalism, and the ability to work independently with minimal supervision.

Educational Background:
A Bachelor’s degree in relevant fields such as Administration, International Relations, or Public Management is required. Candidates with additional relevant experience may substitute for formal education. The educational background should reflect a solid understanding of administrative processes and project management principles, which are critical for the role of Administrative Assistant.

Experience:
The position requires a minimum of two years of relevant work experience in administrative, secretarial, project management, operational, and/or human resources activities. Experience within the United Nations System is highly valued and will enhance a candidate's application. The role demands familiarity with administrative procedures and the ability to manage multiple tasks efficiently while adhering to deadlines.

Languages:
Fluency in Portuguese is mandatory for this position, as it is the primary working language in Brazil. Additionally, proficiency in English and French is required, as these are the working languages of the United Nations Secretariat. Knowledge of Spanish is also beneficial, given that it is the working language of the Regional Office. Candidates with working knowledge of other UN languages will be viewed favorably.

Additional Notes:
The expected duration of the contract is seven months, and the consultant will be compensated with a monthly allowance of BRL 4,891 (net amount) according to the UNDP Brazil Salary Scale. The appointment is on a local basis, and only nationals from Brazil or external candidates with a permanent visa in Brazil may apply. The contract's extension is contingent upon the availability of funds and performance, and it is not guaranteed. All applications must be submitted in English and include a cover memo, educational background, professional experience, and other relevant information. The United Nations does not charge any fees during the recruitment process, and applicants are advised to be cautious of any fraudulent claims regarding recruitment.