Overview
The Administrative Assistant will support the implementation of a project and its activities, reporting to the Head of Brazil Office. The role involves providing administrative support, facilitating communication, organizing meetings, and managing project documentation.
Tasks Summary
- Provide administrative support to implement project-related activities.
- Support project team communication with local counterparts and partners.
- Support the execution of technical and/or administrative activities.
- Organize project meetings and document group meetings, forums, consultations, training events and other activities.
- Support data collection, legislation and document gathering from municipal offices and archives.
- Organize and archive all documents and information relevant to project administration.
- Support the receipt and distribution of correspondence, materials, and equipment.
- Support teams 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.
- Support selection processes of technical personnel, schedule interviews, and contact shortlisted candidates.
- Assist in receiving monthly reports from consultants and staff for payroll procedures.
- Assist in the organization of events, including registration, attendance lists, certificates, and venue booking.
- Assist with travel requests for the technical team, including travel requests and mission reports.
- Maintain organized and accessible information.
- Carry out specific activities and other tasks requested by the supervisor.
- Support other administrative functions as requested by the UN-Habitat operational team.
- Participate in missions as requested.
Experience Requirements
- Minimum three (3) years of experience in administrative, secretarial, project management, operational and/or human resources activities are 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 as well as the Organization's global urban agenda is desirable.
Qualification Requirements
• Bachelor's degree in Administration, International Relations, Public Management or related fields is required, or additional three (3) years of relevant experience to the post, beyond the requirement.
