Junior 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 works towards 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, enhancing opportunities for all individuals to live with dignity. The Regional Office for Latin America and the Caribbean (ROLAC) is located 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 government tiers to formulate and implement effective, sustainable, participative, and socially equitable urban policies. The second phase of the Social Territories Program aims to strengthen the Municipality of Rio de Janeiro's strategy for addressing urban poverty through enhanced institutional capacity and social participation.

Job Overview:
The Junior Administrative Assistant will play a crucial role in supporting the implementation of various projects and activities within UN-Habitat. This position requires close collaboration with program, operations, and project teams to ensure the achievement of project objectives and organizational priorities. The incumbent will be responsible for providing administrative services, contributing to technical and administrative activities, organizing project meetings and events, and maintaining project-related documentation. The role also involves collecting and organizing data, managing correspondence, and ensuring compliance with established procedures. The Junior Administrative Assistant will report to the Head of Brazil Office and will be evaluated based on their performance in fulfilling these responsibilities. This position is essential for the successful execution of projects aimed at improving urban living conditions and promoting sustainable development in Brazil.

Duties and Responsibilities:
The Junior Administrative Assistant will have a comprehensive set of responsibilities, including:

• Providing administrative services for project-related activities.
• Contributing to the implementation of technical and administrative activities as guided by the supervisor.
• Organizing project meetings, forums, consultations, and training events, including preparation of materials and documentation.
• Collecting and organizing relevant data, legislation, and records from various sources.
• Maintaining and organizing project-related administrative documents for easy access.
• Managing correspondence, materials, and equipment distribution.
• Preparing documentation for audits and compliance reviews.
• Keeping office inventory updated.
• Writing official letters in Portuguese. 1
• Collaborating on monthly reports from consultants and field staff. 1
• Assisting in organizing events, including registration and logistics. 1
• Ensuring timely implementation of deliverables according to the work plan. 1
• Maintaining organized records of project activities and documentation. 1
• Complying with UN-Habitat quality standards and project requirements. 1
• Developing reports following ABNT guidelines. 1
• Upholding ethical principles in consultancy work. 1
• Performing other management-related duties as assigned by the Head of Brazil Office.

Required Qualifications:
Candidates must possess a High School Diploma or equivalent, along with two additional years of relevant technical experience beyond the educational requirement. A minimum of two years of experience in administrative, secretarial, project management, operational, or human resources activities in Brazil is required. Experience with local governments or civil society initiatives is desirable, as is previous experience within the United Nations System. Familiarity with urban development and climate issues, as well as the Organization's global urban agenda, is also beneficial. 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 a plus.

Educational Background:
The educational requirement for this position is a High School Diploma. Candidates with additional relevant technical experience may be considered. The educational background should ideally include coursework or training related to administration, project management, or a similar field that supports the functions of the Junior Administrative Assistant role.

Experience:
The position requires a minimum of two years of relevant experience in administrative, secretarial, project management, operational, or human resources activities, specifically within Brazil. Experience working with local governments or civil society initiatives is highly desirable, as is familiarity with the United Nations System. Candidates should demonstrate a strong understanding of urban development and climate issues, which are pertinent to the organization's mission.

Languages:
Fluency in Portuguese is mandatory for this position, as the role involves writing official correspondence in the language. Additionally, working knowledge of English and French, which are the working languages of the United Nations Secretariat, is desirable. Proficiency in Spanish, the working language of the Regional Office, is also beneficial.

Additional Notes:
The position is based in Rio de Janeiro, Brazil, and is expected to last for six months. The incumbent may be required to undertake official travel within Brazil, subject to project requirements and prior authorization from the Head of Brazil Office. Remuneration will be determined according to the applicable UNOPS Local ICA or UNDP salary scale. The appointment is on a local basis, and only nationals from Brazil or candidates with a permanent visa in Brazil may apply. The contract extension is contingent upon the availability of funds and performance, and it is not automatic. 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 a fee at any stage of the recruitment process.