Administrative Assistant
Organizational Context
The United Nations Human Settlements Programme (UN-Habitat) promotes sustainable urban development and adequate housing for all. The Regional Office for Latin America and the Caribbean (ROLAC) in Rio de Janeiro supports the implementation of the Habitat Agenda and the 2030 Agenda in Brazil. This role supports the Social Territories Program, focusing on urban poverty reduction.
Job Purpose
The Administrative Assistant will provide crucial support to the UN-Habitat Brazil Office, specifically for the Social Territories Program in Rio de Janeiro. This role is essential for the successful implementation of project activities aimed at addressing multidimensional urban poverty. The incumbent will facilitate institutional capacity building, promote social participation, and enhance access to educational, cultural, and productive opportunities. By collaborating closely with programme, operations, and project teams, and liaising with local counterparts and partners, the Administrative Assistant will contribute directly to achieving project objectives and UN-Habitat's organizational priorities in urban development and poverty reduction.
Responsibilities
Provide comprehensive administrative support for project activities, including organizing meetings, documenting discussions, and managing project-related correspondence and materials. Collaborate with the project team to facilitate communication with local counterparts such as governments, civil society, universities, and the private sector. Support the execution of technical and administrative tasks under supervisor guidance. Organize and archive project documents, data, and legislation. Assist in the selection and onboarding of personnel, including scheduling interviews and processing monthly reports for payroll. Contribute to the organization of events, both in-person and online, managing registration, attendance, and certificates. Maintain organized records, update office inventory, and request quotes for acquisitions. Write official letters in Portuguese and support other administrative functions as needed.
Work Experience
A minimum of two (2) years of experience in administrative, secretarial, project management, operational, or human resources activities within Brazil is required. Experience with local governments, civil society initiatives, or the United Nations System is desirable.
Skills
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Mastery of technological tools, software, and online platforms. Fluency in Portuguese is required. Good knowledge of project management methodologies is desirable. Strong professionalism, planning, organization, communication, and teamwork skills.