Operations Assistant (Administrative)

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) was established to promote sustainable development of human settlements and policies that ensure adequate housing for all. The organization works closely with central and state governments, local authorities, and various partners to implement the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals, and the New Urban Agenda. UN-Habitat 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 focuses on developing and managing activities within the host country. Over the years, UN-Habitat has expanded its portfolio in Brazil, collaborating with all tiers of government to formulate and implement effective, sustainable, participative, and socially equitable urban policies.

Job Overview:
The Operations Assistant (Administrative) will play a crucial role in supporting the implementation of various projects and organizational priorities. This position requires close collaboration with program, operations, and project teams to ensure that project objectives are met. The incumbent will be responsible for maintaining accurate and compliant recruitment and personnel documentation, contributing to recruitment processes, managing databases and personnel records, and assisting with HR and administrative backlogs. The role also involves contract administration, payroll-related activities, and process improvement initiatives. The Operations Assistant will ensure that all activities align with United Nations principles and standards, maintaining organized records of project activities and compliance with quality standards. The position demands a proactive approach to improving workflow organization and operational efficiency, as well as adherence to ethical principles and a commitment to fostering an inclusive work environment.

Duties and Responsibilities:
The Operations Assistant (Administrative) will have a diverse set of responsibilities, including:

• Organizing, verifying, and maintaining recruitment and personnel documentation to ensure accuracy and compliance with organizational procedures.
• Assisting in recruitment and selection processes, including preparing Terms of Reference, managing vacancy publications, organizing applications, scheduling interviews, and communicating with candidates.
• Maintaining and updating databases, spreadsheets, trackers, dashboards, and personnel records, ensuring accuracy and timely follow-up of activities.
• Managing HR and administrative backlogs, including tracking leave, pending documentation, contract monitoring, and workforce availability.
• Contributing to contract administration processes, monitoring timelines, amendments, renewals, and expiration dates.
• Supporting payroll-related administrative activities, including organizing and verifying payroll documentation for timely submission.
• Collaborating in the use and maintenance of Excel tools, databases, and digital platforms to enhance operational efficiency.
• Contributing to process improvement initiatives and implementing administrative workflow optimization solutions.
• Organizing and maintaining accessible administrative and personnel files, ensuring proper filing and timely updates. 1
• Ensuring compliance with UN-Habitat quality standards and project requirements. 1
• Maintaining organized records of project activities, risks, and key documentation. 1
• Performing any other management-related duties assigned by the Head of the Brazil Office, consistent with the position's responsibilities.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Human Resources, People Management, Administration, Business Administration, or related fields. Alternatively, candidates with an additional three (3) years of relevant experience beyond the educational requirement will also be considered. A minimum of three (3) years of experience in administrative support, recruitment and selection processes, human resources activities, database management, payroll support, and contract administration is required. Experience with administrative processes management, internal control, compliance, and workflow monitoring is essential. Previous experience within the United Nations System is desirable. Proficiency in the Office Package (MS Word, Excel, PowerPoint, and Outlook) is required, along with mastery of technological tools and online platforms. Candidates should demonstrate the ability to manage multiple tasks while maintaining accuracy and compliance with procedures, as well as knowledge of recruitment processes and payroll-related administrative procedures.

Educational Background:
A Bachelor’s degree in Human Resources, People Management, Administration, Business Administration, or related fields is required. Candidates with additional relevant experience may also qualify for the position. The educational background should reflect a strong foundation in administrative practices and human resources management, equipping candidates with the necessary skills to perform effectively in the role.

Experience:
The position requires a minimum of three (3) years of relevant experience in administrative support, recruitment and selection processes, human resources activities, database management, payroll support, and contract administration. Candidates should have a proven track record of managing administrative processes, ensuring compliance with internal controls, and monitoring workflows. Experience within the United Nations System is considered an asset, as it demonstrates familiarity with the organization's principles and operational standards.

Languages:
Fluency in Portuguese is mandatory, along with a working knowledge of English. Knowledge of additional languages, such as Spanish or French, is considered an asset, as 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 local contract (LICA) with UNOPS, and the incumbent may be required to undertake official travel within Brazil, subject to project requirements and prior authorization from the Head of the Brazil Office. All official travel will adhere to United Nations travel policies and procedures. The remuneration will be determined according to the applicable UNOPS Local ICA or UNDP salary scale, based on the level established through the official classification process. 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 is for a duration of six (6) months, with the possibility of extension based on performance and availability of funds. All applications must be submitted through INSPIRA, and candidates are required to provide comprehensive information regarding their educational background, professional experience, language proficiency, and any other relevant expertise.