Assistente de Projeto

The Project Assistant will provide operational support for the implementation of Montreal Protocol projects executed by UNDP in Brazil, focusing on administrative, financial, logistical, and project management support activities. The role includes supporting procurement, financial management, event organization, project monitoring, documentation, and general administrative tasks to ensure effective project execution.

Responsibilities

• Support procurement, contracts and purchasing activities including preparation of Terms of Reference, supplier selection and adjudication in compliance with UNDP rules and procedures.
• Support national and international bidding processes.
• Use institutional systems (e.g., Quantum, CBO) for requisitions, purchase orders and payments.
• Monitor contract execution and performance for goods, services and consultancies.
• Ensure compliance with UNDP procurement and contract management policies including transparency, competitiveness and cost-effectiveness principles.
• Support financial and budget management including preparation, review and monitoring of project budgets and financial execution in line with approved work plans.
• Extract, consolidate and analyze financial reports and budget execution data to support managerial decision-making and project performance monitoring.
• Record transactions in corporate systems ensuring accuracy and integrity of financial information.
• Prepare periodic financial reviews ensuring adherence to UNDP and donor regulations.
• Support preparation of annual action and procurement plans.
• Support organization of internal and external events including meetings, workshops, seminars and trainings.
• Support contracting of suppliers and event logistics ensuring quality service delivery.
• Process travel requests, tickets, per diems and expense reports in the system.
• Support organization of accommodation and transport for national and international guests.
• Provide operational support to internal users and partners ensuring compliance with UNDP regulations.
• Support project planning, monitoring and management contributing to tracking targets, deadlines and results.
• Support technical and tripartite meetings and follow-up with partners.
• Support preparation of progress reports and monitoring of targets.
• Support preparation and updating of work plans, schedules and activity tracking records.
• Support organization of technical and tripartite meetings including preparation of minutes and records.
• Organize and maintain physical and digital project files ensuring systematization, traceability and availability of information and documents.
• Support consolidation and availability of information and documents for monitoring, management and accountability purposes.
• Support general administrative tasks including correspondence, administrative records and operational routines.
• Support procurement and management of office supplies and operational support to project technical teams.
• Support communication activities within Montreal Protocol projects.
• Facilitate knowledge building and sharing including organizing and facilitating trainings and capacity building for program teams, operations and relevant partners.
• Systematize lessons learned, good practices and implementation evidence.
• Contribute to knowledge networks, communities of practice and institutional knowledge management platforms promoting experience sharing and organizational learning.

Requirements

• Bachelor's Degree with 1 year of relevant experience OR High School certificate with 4 years of relevant experience in technical cooperation project management.
• Experience in using information technologies and digital tools.
• Knowledge of Microsoft Office package.
• Experience supporting logistics organization for meetings, seminars, trainings, technical workshops.
• Experience in project implementation in environment, climate change and/or Montreal Protocol areas is desirable.
• Experience monitoring contracts, projects and/or agreements including document preparation, proposal analysis and contract execution follow-up is desirable.
• Experience in organizing and systematizing information, preparing reports and producing documents to support project management is desirable.
• Experience using Quantum system for administrative, financial and procurement process management is desirable.
• Fluency in Portuguese is required.
• Basic level of English is desirable.
• Professional certifications such as CIPS or UN Procurement Level 1 or higher are desirable.

Skills

• Technical Cooperation Project Management
• Information Technology
• Digital Tools Creation
• Microsoft Office Suite
• Logistics Organization
• Project Implementation
• Environment Project Management
• Project Management Climate Change
• Montreal Protocol Knowledge
• Contract Monitoring
• Proposal Analysis
• Contract Execution Follow-up
• Information Systematization
• Report Preparation
• Document Production
• Quantum System
• Administrative Process Management
• Financial Process Management
• Procurement Management
• Procurement
• Event Organization

Languages

Portuguese, English