Administrative Assistant, Rio de Janeiro, Brazil

## Administrative Assistant, Rio de Janeiro, Brazil - Organization:UN-Habitat - United Nations Human Settlements Programme - Office:UN-Habitat ROLAC The incumbent will work in close collaboration with programme, operations and project teams to support the achievement of project objectives and organizational priorities. Rio de Janeiro (RJ), Brazil Duties and Responsibilities Background The main mandate of the United Nations Human Settlements Programme (UN-Habitat) is to promote sustainable development of human settlements and policies conducive to adequate housing for all. Within this framework, UN-Habitat supports central and state governments, as well as local authorities and other partners for the implementation of the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals and the New Urban Agenda. UN-Habitat helps the urban poor by transforming cities into safer, more inclusive, compact, integrated, resilient and connected places with better opportunities where everyone can live with dignity. It works with organizations at every level, including all spheres of government, civil society, and the private sector to help build, manage, plan and finance sustainable urban development. The Regional Office for Latin American and the Caribbean – ROLAC – is based in Rio de Janeiro, Brazil. The Agency puts emphasis on developing and managing activities in the host country. Indeed, for the past years, UN-Habitat has expanded its portfolio in Brazil by working with the three tiers of government to support the formulation and implementation of more effective, sustainable, participative, and socially fairer urban economic, social, and environmental policies. The second phase of the Social Territories Program aims to strengthen the Municipality of Rio de Janeiro’s intersectoral strategy for addressing multidimensional urban poverty. It will do so by enhancing institutional capacity to produce, integrate, and use territorial evidence, while promoting actions that expand social participation, strengthen community belonging, and improve access to educational, cultural, and productive inclusion opportunities. To properly implement the above-mentioned project, an Administrative Assistant is required. Report to UN-Habitat Manager The Administrative Assistant reports to the Head of Brazil Office, who will evaluate him/her. Responsibilities The Administrative Assistant will support the implementation of the project, and its activities, with the following responsibilities: a. Provide administrative support to implement project-related activities. b. Collaborate with the project team’s communication with local counterparts and partners, such as local governments, civil society organizations, universities, private sector, etc. c. Contribute to the adequate execution of technical and/or administrative activities of the project, under the guidelines of supervisor. d. Organize project meetings and document group meetings, forums, consultations, training events and other activities related to project planning, development, and implementation. e. Organize and collect data, legislation and other documents in the municipal offices and archives. f. Organize and archive all documents and information relevant to project administration. g. Receive and distribute correspondence, materials, and equipment. h. Uphold the team through audits and other administrative and financial compliance checks. i. Maintain and update office inventory. j. Request quotes for low-value acquisitions. k. Write official letters in Portuguese. l. Uphold the selection processes of technical and/or field personnel, schedule and organize interview panels, contact shortlisted candidates for interviews and provide post-interview feedback if necessary. m. Collaborate with the receiving of monthly reports from consultants and/or field staff, including the procedures necessary for the monthly payroll. n. Contribute with the organization of events (in-person or online), including registration forms, attendance lists, issuing certificates, booking venues and coffee breaks, and other necessary operational activities. o. Be responsible for keeping information organized and accessible. p. Support other administrative functions as requested by the UN-Habitat operational team in Rio de Janeiro. q. Document and maintain an orderly and accessible information file related to all activities undertaken. r. Attend to meetings, forums and conferences promoted by UN-Habitat, as requested. s. Participate in missions as requested. t. Ensure timely implementation of deliverables according to the work plan. u. Maintain organized records of project activities, risks, and key documentation. v. Have compliance with UN-Habitat quality standards and project requirements, ensuring consistency with institutional guidelines, methodologies and expected outcomes. w. Develop reports following ABNT guidelines, ensuring alignment with UN-Habitat’s quality standards and project requirements. x. Ensure the adoption of ethical principles in the course of the consultancy, particularly regarding active listening, respect for diversity and the promotion of safe, inclusive and participatory learning environment. y. Perform any other management-related duties assigned by the Head of Brazil Office, consistent with the functions of the position. The consultant will be responsible for completing all courses and training activities that are indicated to him/her by his/her supervisor. The security course BSAFE, from UNDSS, is required to be accredited during the first month of employment. The consultant will be responsible for his/her own security, so the person should get familiarized with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System. Outputs/Work Assignment The consultant will support the project’s implementation according to the stated responsibilities. Qualifications/special skills - Bachelor’s degree in Administration, Economics, Law, International Relations, Public Management or related fields, or additional three (3) years of relevant experience to the post, beyond the requirement. Work experience - Minimum two (2) years of experience in administrative, secretarial, project management, operational and/or human resources activities in Brazil is required. - Professional experience with local governments and/or civil society and advocacy initiatives is desirable. - Previous experience in the United Nations System is desirable. - Familiarity with and interest in urban development and climate issues as well as the Organization's global urban agenda is desirable. Skills - Proficiency in Office Package (MS Word, Excel, PowerPoint and Outlook) is required. - Mastery of technological tools and use of software and online platforms is required. - Mastery of online event and conference tools is desirable. - Good knowledge of project management methodologies is desirable. Competencies · Professionalism: Demonstrates professional competence and mastery of financial management principles and practices; applies sound judgment; shows persistence in meeting commitments and achieving results; demonstrates integrity and accountability. · Planning and organization: Develops clear goals and priorities; identifies priority activities and assignments; allocates appropriate time and resources for completing work and meeting deadlines. · Communication: Speaks and writes clearly and effectively; listens to others and responds appropriately; demonstrates openness in sharing information and keeping stakeholders informed. · Teamwork: Works collaboratively with colleagues and partners to achieve organizational goals; values diversity; contributes to an inclusive and respectful work environment. Knowledge Management · Contribute to the documentation, organization and dissemination of relevant technical knowledge and lessons learned related to the assignment. · S