Junior Administrative Assistant
United Nations · Rio de Janeiro, RJ, BR
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. 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, a Junior Administrative Assistant is required. Report to UN\-Habitat Manager The Junior Administrative Assistant reports to the Head of Brazil Office, who will evaluate him/her. Responsibilities The Junior Administrative Assistant will support the implementation of the project, and its activities, with the following responsibilities: a. Provide administrative services for the implementation of project\-related activities, as required. b. Contribute to the implementation of technical and administrative activities of the project, in accordance with the guidance of the supervisor. c. Organize project meetings, forums, consultations, training events, and other project\-related activities, including the preparation of materials, records, and documentation. d. Collect and organize data, legislation, records, and other relevant documents from municipal offices, archives, and other sources. e. Maintain and organize project\-related administrative documents and information, ensuring proper filing and accessibility. f. Receive, register, organize, and distribute correspondence, materials, and equipment, as required. g. Prepare and organize documentation required for audits and other administrative and financial compliance reviews, in accordance with established procedures. h. Maintain and update office inventory. i. Write official letters in Portuguese. j. Collaborate with the receiving of monthly reports from consultants and/or field staff, including the procedures necessary for the monthly payroll. k. 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. l. Be responsible for keeping information organized and accessible. m. Support other administrative functions as requested by the UN\-Habitat operational team in Rio de Janeiro. n. Document and maintain an orderly and accessible information file related to all activities undertaken. o. Attend meetings, forums and conferences promoted by UN\-Habitat, as requested. p. Participate in missions as requested. q. Ensure timely implementation of deliverables according to the work plan. r. Maintain organized records of project activities, risks, and key documentation. s. Have compliance with UN\-Habitat quality standards and project requirements, ensuring consistency with institutional guidelines, methodologies and expected outcomes. t. Develop reports following ABNT guidelines, ensuring alignment with UN\-Habitat’s quality standards and project requirements. u. 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. v. Perform any other management\-related duties assigned by the H