Operations Assistant (Administrative)

## Operations Assistant (Administrative) - Organization:UN-Habitat - United Nations Human Settlements Programme - Office:UN-Habitat ROLAC Result of Service:The incumbent will work in close collaboration with programme, operations and project teams to support the achievement of project objectives and organizational priorities. Work Location:Rio de Janeiro (RJ), Brazil Expected duration:Six (6) months 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. To properly implement the projects in Brazil, an Operations Assistant (Administrative) is required. Report to UN-Habitat Manager The Operations Assistant (Administrative) reports to the Head of Brazil Office, who will evaluate him/her. Responsibilities The Operations Assistant (Administrative) will support the implementation of the project, and its activities, with the following responsibilities:Contribute to the organization, verification, and maintenance of recruitment and personnel documentation, ensuring accuracy and compliance with organizational procedures.Contribute to recruitment and selection processes, including the preparation of Terms of Reference, follow-up of vacancy publications, organization of applications, scheduling of interviews, and communication with candidates.Maintain and update databases, spreadsheets, trackers, dashboards, and personnel records, ensuring accuracy, consistency, and timely follow-up of activities.Contribute to the management and follow-up of HR and administrative backlogs, including leave tracking, pending documentation, contract monitoring, and workforce availability.Contribute to contract administration processes, including monitoring contract timelines, amendments, renewals, expiration dates, and related documentation.Contribute to payroll-related administrative activities, including the organization, verification, monitoring, and follow-up of payroll documentation, ensuring timely submission in accordance with established procedures.Collaborate in the use and maintenance of Excel tools, databases, digital platforms, and automation initiatives to improve workflow organization and operational efficiency.Contribute to process improvement initiatives and to the implementation of administrative and operational workflow optimization solutions and internal control tools.Organize, update, and maintain accessible administrative and personnel files, records, and databases, ensuring proper filing, information management, and timely updating of documentation.Ensure that all assigned activities are carried out in accordance with United Nations principles, policies, confidentiality requirements, and standards of integrity.Maintain organized records of project activities, risks, and key documentation.Ensure compliance with UN-Habitat quality standards and project requirements, maintaining consistency with institutional guidelines, methodologies, and expected outcomes.Ensure the adoption of ethical principles throughout the consultancy, particularly regarding active listening, respect for diversity, and the promotion of a safe, inclusive, and participatory working environment.Perform any other management-related duties assigned by the Head of the Brazil Office, consistent with the functions and responsibilities 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 Administrative Assistant will support the implementation of the projects, according to the stated responsibilities. - Contribute to the organization, verification, and maintenance of recruitment and personnel documentation, ensuring accuracy and compliance with organizational procedures. - Contribute to recruitment and selection processes, including the preparation of Terms of Reference, follow-up of vacancy publications, organization of applications, scheduling of interviews, and communication with candidates. - Maintain and update databases, spreadsheets, trackers, dashboards, and personnel records, ensuring accuracy, consistency, and timely follow-up of activities. - Contribute to the management and follow-up of HR and administrative backlogs, including leave tracking, pending documentation, contract monitoring, and workforce availability. - Contribute to contract administration processes, including monitoring contract timelines, amendments, renewals, expiration dates, and related documentation. - Contribute to payroll-related administrative activities, including the organization, verification, monitoring, and follow-up of payroll documentation, ensuring timely submission in accordance with established procedures. - Collaborate in the use and maintenance of Excel tools, databases, digital platforms, and automation initiatives to improve workflow organization and operational efficiency. - Contribute to process improvement initiatives and to the implementation of administrative and operational workflow optimization solutions and internal control tools. - Organize, update, and maintain accessible administrative and personnel files, records, and databases, ensuring proper filing, information management, and timely updating of documentation. - Ensure that all assigned activities are carried out in accordance with United Nations principles, policies, confidentiality requirements, and standards of integrity. - Maintain organized records of project activities, risks, and key documentation. - Ensure compliance with UN-Habitat quality standards and project requirements, maintaining consistency with institutional guidelines, methodologies, and expected outcomes. - Ensure the adoption of ethical principles throughout the consultancy, particularly regarding active listening, respect for diversity, and the promotion of a safe, inclusive, and participatory working environment. - Perform any other management-related duties assigned by the Head of the Brazil Office, consistent with the functions and responsibilities 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 fami