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 urban areas into safer, more inclusive, and resilient places, working collaboratively with governments, civil society, and the private sector. The Regional Office for Latin America and the Caribbean (ROLAC) is located in Rio de Janeiro, Brazil, where UN-Habitat has expanded its portfolio by collaborating with government tiers to formulate and implement effective urban policies. UN-Habitat has a longstanding partnership with the Instituto Pereira Passos/Municipality of Rio de Janeiro, currently working on the Social Territories Programme to enhance urban development in the city.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the implementation of UN-Habitat's projects in Brazil, specifically under the guidance of the Head of the Brazil Office. This position requires close collaboration with operational and technical teams to ensure that project-related activities are executed efficiently and effectively. The Administrative Assistant will be responsible for a variety of administrative tasks that facilitate communication between the project team and local counterparts, including local governments, civil society organizations, and the private sector. The role involves organizing meetings, documenting discussions, and maintaining project-related documentation. The Administrative Assistant will also assist in data collection, correspondence management, and the organization of events, ensuring that all activities align with UN-Habitat's mission to promote sustainable urban development. This position is expected to last for two months, with the possibility of renewal based on performance and funding availability.

Duties and Responsibilities:
The Administrative Assistant will have a comprehensive set of responsibilities, including but not limited to: providing administrative support for project activities, facilitating communication with local partners, executing technical and administrative tasks under supervision, organizing project meetings and documenting outcomes, collecting relevant data and legislation, archiving project documents, managing correspondence and materials, supporting audits and compliance checks, maintaining office inventory, requesting quotes for acquisitions, drafting official letters in Portuguese, assisting in recruitment processes, managing consultant reports and payroll procedures, organizing events, handling travel requests for the technical team, ensuring information is organized and accessible, and performing additional tasks as assigned by the supervisor. The Administrative Assistant will also be required to complete necessary training, including the BSAFE security" style="border-bottom: 1px dotted #007bff !important;">security course, and familiarize themselves with UN security protocols.

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, or human resources activities 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 good knowledge of project management methodologies. Strong communication skills, professionalism, and the ability to work in a multicultural environment are critical for success in this role.

Educational Background:
The educational background required for this position includes a Bachelor’s degree in relevant fields such as Administration, International Relations, or Public Management. Candidates who do not meet the educational requirement must have three additional years of relevant experience. This educational foundation is essential for understanding the complexities of administrative tasks and project management within the context of UN-Habitat's mission.

Experience:
The position requires a minimum of two years of relevant work experience in administrative roles, project management, or operational activities. Experience with local governments, civil society, and advocacy initiatives is highly desirable. Previous experience within the United Nations System is also advantageous, as it provides familiarity with the organization's processes and expectations. Candidates should demonstrate a strong interest in urban development and climate issues, aligning with UN-Habitat's global urban agenda.

Languages:
Fluency in Portuguese is mandatory for this position, as it is essential for communication and documentation within the local context. Additionally, working knowledge of English and Spanish is desirable, as these are the working languages of the United Nations Secretariat and the Regional Office. Proficiency in French is also beneficial, given the multilingual environment of the organization.

Additional Notes:
The contract for this position is initially set for two months, with the possibility of renewal based on performance and funding availability. The role is on a local basis, and only candidates who are nationals of Brazil or hold a permanent visa in Brazil are eligible to apply. The consultant will receive a monthly allowance upon approval of their activity report by the Head of the Brazil Office. Travel may be required for project-related activities, and all missions will be coordinated and financed by UN-Habitat according to United Nations travel guidelines. It is important for applicants to submit complete applications in English, including a cover memo, educational background, professional experience, and other relevant information. The United Nations does not charge any fees during the recruitment process, and all applications will be treated confidentially.