Junior 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. This role supports the second phase of the Social Territories Program, focusing on urban poverty reduction.
Job Purpose
The Junior Administrative Assistant will provide essential administrative support to the UN-Habitat Brazil Office, specifically for the Social Territories Program. This role is crucial for the effective implementation of project activities aimed at reducing multidimensional urban poverty in Rio de Janeiro. The incumbent will collaborate closely with project teams, ensuring smooth operations, efficient organization of events, and accurate documentation. By supporting administrative and technical tasks, the position contributes to enhancing institutional capacity, promoting social participation, and improving access to opportunities, ultimately aiding UN-Habitat's mission to transform cities into more inclusive and resilient places.
Responsibilities
Provide comprehensive administrative services for project-related activities, including organizing meetings, forums, and training events. Prepare necessary materials, records, and documentation for these activities. Collect, organize, and maintain project data, legislation, and records from various sources, ensuring proper filing and accessibility. Manage correspondence, materials, and equipment distribution. Assist in preparing documentation for audits and compliance reviews. Maintain office inventory and draft official letters in Portuguese. Support the reception of monthly reports and assist with payroll procedures. Contribute to the organization of events, including registration and certificate issuance. Maintain organized and accessible project information, supporting other administrative functions as needed. Document all activities and ensure compliance with UN-Habitat quality standards and project requirements.
Work Experience
Minimum of two years of experience in administrative, secretarial, project management, operational, or human resources activities within Brazil. Experience with local governments, civil society, or advocacy initiatives is desirable. Previous experience within the United Nations system is also desirable.
Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Mastery of technological tools, software, and online platforms. Good knowledge of project management methodologies is desirable. Strong professionalism, planning, organization, communication, and teamwork skills are essential.