Administrative Assistant

The Administrative Assistant will support the implementation of the Social Territories Program project in Rio de Janeiro by providing administrative support, organizing meetings and events, managing documentation, and collaborating with local partners to ensure effective project execution aligned with UN-Habitat standards.

Responsibilities

• Provide administrative support to implement project-related activities.
• Collaborate with the project team’s communication with local counterparts and partners, such as local governments, civil society organizations, universities, private sector, etc.
• Contribute to the adequate execution of technical and/or administrative activities of the project, under the guidelines of supervisor.
• Organize project meetings and document group meetings, forums, consultations, training events and other activities related to project planning, development, and implementation.
• Organize and collect data, legislation and other documents in the municipal offices and archives.
• Organize and archive all documents and information relevant to project administration.
• Receive and distribute correspondence, materials, and equipment.
• Uphold the team through audits and other administrative and financial compliance checks.
• Maintain and update office inventory.
• Request quotes for low-value acquisitions.
• Write official letters in Portuguese.
• 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.
• Collaborate with the receiving of monthly reports from consultants and/or field staff, including the procedures necessary for the monthly payroll.
• 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.
• Be responsible for keeping information organized and accessible.
• Support other administrative functions as requested by the UN-Habitat operational team in Rio de Janeiro.
• Document and maintain an orderly and accessible information file related to all activities undertaken.
• Attend to meetings, forums and conferences promoted by UN-Habitat, as requested.
• Participate in missions as requested.
• Ensure timely implementation of deliverables according to the work plan.
• Maintain organized records of project activities, risks, and key documentation.
• Have compliance with UN-Habitat quality standards and project requirements, ensuring consistency with institutional guidelines, methodologies and expected outcomes.
• Develop reports following ABNT guidelines, ensuring alignment with UN-Habitat’s quality standards and project requirements.
• 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.
• Perform any other management-related duties assigned by the Head of Brazil Office, consistent with the functions of the position.
• Complete all courses and training activities indicated by supervisor.
• Ensure personal security by familiarizing with and complying with United Nations security mechanisms according to the Framework of Accountability for the United Nations Security Management System.

Requirements

• 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.
• 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.
• 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.
• Completion of the security course BSAFE from UNDSS during the first month of employment is required.
• Familiarity with United Nations security mechanisms and compliance with the Framework of Accountability for the United Nations Security Management System is required.

Skills

• Administrative Support
• Project Management
• Human Resource Activities
• Office Packages
• MS Word
• Excel
• Power Point
• Outlook
• Technological Tools
• Software Use
• Online Platforms
• Security Course BSAFE
• United Nations Security Mechanisms
• Documentation Management
• Event Organization
• Meeting Coordination
• Local Government Engagement
• Civil society collaboration
• Advocacy Activities

Languages

Portuguese, English, French, Spanish