Org. Setting and Reporting

The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO) in Brazil and reports to the Development Coordination Officer, Head of RCO and Strategic Planner.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: 1. ENSURES EFFECTIVE ADMINISTRATIVE SUPPORT, FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS: A.HUMAN RESOURCES MANAGEMENT: • Initiates, reviews and follows-up on actions related to the administration of the RCO’s human resource activities, ensuring consistency in the application of UN rules and procedures. • Supports the preparation of draft job descriptions, compiling matrixes, performing functions of Secretary in interview panels. • Monitors RCO staffing table and prepare related workforce reports. • Monitors RCO staffing absences and leaves and acts as Time Administrator. • Oversees the maintenance of proper filing system for HR records and documents. B.BUDGET AND FINANCE: • Assists in the elaboration of resource requirements for budget submissions. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Acts as petty cash custodian for the Country Office. • Prepares or customizes financial reports. • Coordinates with finance and budget staff of the Finance Section of the Development Coordination Office (DCO) on related issues during preparation of budget reports. C.CONTRACT ADMINISTRATION & TRAVEL: • Acts as focal point for Enterprise Resources Application (ERP) system (known as Umoja in the UN) as a requisitioner. • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. • Processes the payment of contractors’ invoices and monitor payments. • Liaises and undertakes travel processes and activities in accordance with UN rules and regulations. D.GENERAL ADMINISTRATION: • Coordinates closely and liaises regularly with Headquarters and the Economic Commission for Latin America and the Caribbean (ECLAC) service units. • Liaises daily with The United Nations Development Programme (UNDP), as the Brazil Common Back Office Administrative Agency, for operational and administrative support related to the services provided to the RCO and its activities. • Prepares Service Level Agreement (SLA) with UNDP, coordinate on activities that will be processed by UNDP following the guidance from UN Development Coordination Office (DCO). • Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). E.ASSETS MANAGEMENT: • Collects information on assets management, maintenance of records and files on assets management. • Supports timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items. • Supports the provision of reliable and quality office supplies. 2. ENSURES EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RCO, FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS: • Compiles and prepares briefing and presentation materials, reports, background information, and documentation for meetings and missions. • Translates documents, when needed. • Supports the organization and coordination of meetings, seminars and conferences. • Logistically supports the preparation of missions of senior officials from headquarters and other non-resident agencies to the country. • Facilitates information sharing between United Nations Country Team (UNCT) and the RCO. • Utilizes automated office management systems, including Umoja and UNINFO, to ensure the effective functioning of the RCO. • Assists in supporting the implementation of the Efficiency Agenda in the country through its three key pillars: the Business Operations Strategy (BOS), Common Back Office (CBO), and Common Premises (CP). • Acts in the Operations Management Team (OMT) as focal point for RCO and supports the OMT chairs regarding the UN Corporative initiatives. • Provides secretarial assistance to the UN Resident Coordinator in the absence of the Executive Associate (EA). • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

Completion of High school diploma or equivalent, is required. Additional certification or training on human resources, administration, business, audit, finance, management or related area, is highly desirable.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resources Planning system (such as UMOJA) is desirable. Work experience with the United Nations or similar international organization is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and Portuguese is required. Knowledge of Spanish is desirable. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may befollowed by competency-based interview.

Special Notice

This is a Fixed Term position. Appointment against this post is on a local basis and is open for an initial period of one year (1) year and extension will be subject to availability of funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.