Administrative Assistant (Admin & Finance)

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 governments and local authorities in implementing the Habitat Agenda and the 2030 Agenda with the Sustainable Development Goals, UN-Habitat works to transform cities into safer, more inclusive, and resilient places. The Regional Office for Latin America and the Caribbean (ROLAC) is based in Rio de Janeiro, Brazil, and focuses on developing and managing activities within the host country. Over the years, UN-Habitat has expanded its portfolio in Brazil, collaborating with various government tiers to formulate and implement effective urban policies.

Job Overview:
The Administrative Assistant (Admin & Finance) will play a crucial role in supporting the administrative and financial implementation of projects and initiatives in Brazil. Reporting to the Head of the Brazil Office, the assistant will work closely with the Operational Team of UN-Habitat, ensuring compliance with organizational policies and procedures. The position involves assisting in budget planning, monitoring expenditures, processing financial transactions, maintaining accurate records, and organizing project documentation. The assistant will also support audits, contribute to financial reporting, and assist with travel requests for the technical team. This role is essential for the smooth operation of the office and the successful implementation of projects.

Duties and Responsibilities:
The Administrative Assistant (Admin & Finance) will have a wide range of responsibilities, including:

• Supporting the administrative and financial implementation of projects, ensuring compliance with policies.
• Assisting in budget planning and monitoring, tracking expenditures against approved budgets.
• Processing financial transactions such as payments and reimbursements.
• Maintaining accurate financial and administrative records.
• Organizing and archiving project-related documents.
• Supporting audits and compliance checks.
• Monitoring financial reporting timelines and preparing reports for stakeholders.
• Liaising with program teams to resolve administrative issues.
• Writing official correspondence in Portuguese. 1
• Assisting with travel requests and mission reports. 1
• Keeping information organized and accessible. 1
• Participating in missions as required. 1
• Completing training courses as directed by the supervisor. 1
• Preparing reports for partners and internal stakeholders. 1
• Performing additional duties as requested by the supervisor.

Required Qualifications:
Candidates must possess a Bachelor’s degree in International Relations, Public Administration, Administration, Economics, or related fields. Alternatively, candidates with an additional three years of relevant experience beyond the educational requirement will also be considered. A minimum of three years of experience in program implementation and projects in public administration or international organizations is required, along with demonstrated experience in administrative and finance roles. Experience within the United Nations System and international cooperation for development is desirable. Strong computer skills in MS Office and familiarity with project management methodologies are essential.

Educational Background:
A Bachelor’s degree in a relevant field such as International Relations, Public Administration, Administration, or Economics is required. Candidates with additional relevant experience may substitute for formal education. This educational background is crucial for understanding the complexities of administrative and financial processes within the context of international development and urban management.

Experience:
The position requires a minimum of three years of relevant experience in program implementation, project management, and administrative and financial roles. Experience within the United Nations System is highly desirable, as is international experience in urban development and cooperation for development. Candidates should demonstrate a strong understanding of administrative processes and financial management in a public or international organization context.

Languages:
Fluency in Portuguese is mandatory for this position, as the role involves writing official correspondence in the language. Working knowledge of English and/or Spanish is desirable, given that English and French are the working languages of the United Nations Secretariat, while Spanish is the working language of the Regional Office.

Additional Notes:
The position is a consultancy role expected to last for six months, with the possibility of renewal based on performance and funding availability. The consultant will be compensated with a monthly allowance upon approval of activity reports by the Head of Brazil Office. The appointment is on a local basis, and only Brazilian nationals or those with a permanent visa in Brazil may apply. The consultant must be available for travel related to the activities in the country, coordinated and financed by UN-Habitat according to United Nations travel guidelines. All applications must be submitted in English and include specific documentation as outlined in the job posting.