Operations Assistant (Administrative)

The incumbent will work in close collaboration with programme, operations and project teams to support the achievement of project objectives and organizational priorities.

Rio de Janeiro (RJ), Brazil

Six (6) months

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. To properly implement the projects in Brazil, an Operations Assistant (Administrative) is required. Report to UN-Habitat Manager The Operations Assistant (Administrative) reports to the Head of Brazil Office, who will evaluate him/her. Responsibilities The Operations Assistant (Administrative) will support the implementation of the project, and its activities, with the following responsibilities: • Contribute to the organization, verification, and maintenance of recruitment and personnel documentation, ensuring accuracy and compliance with organizational procedures. • Contribute to recruitment and selection processes, including the preparation of Terms of Reference, follow-up of vacancy publications, organization of applications, scheduling of interviews, and communication with candidates. • Maintain and update databases, spreadsheets, trackers, dashboards, and personnel records, ensuring accuracy, consistency, and timely follow-up of activities. • Contribute to the management and follow-up of HR and administrative backlogs, including leave tracking, pending documentation, contract monitoring, and workforce availability. • Contribute to contract administration processes, including monitoring contract timelines, amendments, renewals, expiration dates, and related documentation. • Contribute to payroll-related administrative activities, including the organization, verification, monitoring, and follow-up of payroll documentation, ensuring timely submission in accordance with established procedures. • Collaborate in the use and maintenance of Excel tools, databases, digital platforms, and automation initiatives to improve workflow organization and operational efficiency. • Contribute to process improvement initiatives and to the implementation of administrative and operational workflow optimization solutions and internal control tools. • Organize, update, and maintain accessible administrative and personnel files, records, and databases, ensuring proper filing, information management, and timely updating of documentation. • Ensure that all assigned activities are carried out in accordance with United Nations principles, policies, confidentiality requirements, and standards of integrity. • Maintain organized records of project activities, risks, and key documentation. • Ensure compliance with UN-Habitat quality standards and project requirements, maintaining consistency with institutional guidelines, methodologies, and expected outcomes. • Ensure the adoption of ethical principles throughout the consultancy, particularly regarding active listening, respect for diversity, and the promotion of a safe, inclusive, and participatory working environment. • Perform any other management-related duties assigned by the Head of the Brazil Office, consistent with the functions and responsibilities of the position. The consultant will be responsible for completing all courses and training activities that are indicated to him/her by his/her supervisor. The security course BSAFE, from UNDSS, is required to be accredited during the first month of employment. The consultant will be responsible for his/her own security, so the person should get familiarized with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System. Outputs/Work Assignment The Administrative Assistant will support the implementation of the projects, according to the stated responsibilities.

Education Required: • Bachelor’s degree in Human Resources, People Management, Administration, Business Administration, or related fields is required, or additional three (3) years of relevant experience to the post, beyond the requirement. Work experience • Minimum three (3) years of experience in administrative support, recruitment and selection processes, human resources activities, database management, payroll support, contract administration, and/or operational support activities in Brazil is required. • Experience with administrative and documentation processes management, internal control, compliance and workflow monitoring is required. • Previous experience in the United Nations System is desirable. Skills • Proficiency in Office Package (MS Word, Excel, Powerpoint and Outlook) is required. • Mastery of technological tools and use of software and online platforms are required. • Ability to manage multiple tasks simultaneously while maintaining accuracy, organization, and compliance with procedures is required. • Knowledge of recruitment processes, contract administration routines, and payroll related administrative procedures is required. • Good knowledge of automation and workflow optimization methodologies is desirable. Competencies • Professionalism: Demonstrates professional competence and mastery of financial management principles and practices; applies sound judgment; shows persistence in meeting commitments and achieving results; demonstrates integrity and accountability. • Planning and organization: Develops clear goals and priorities; identifies priority activities and assignments; allocates appropriate time and resources for completing work and meeting deadlines. • Communication: Speaks and writes clearly and effectively; listens to others and responds appropriately; demonstrates openness in sharing information and keeping stakeholders informed. • Teamwork: Works collaboratively with colleagues and partners to achieve organizational goals; values diversity; contributes to an inclusive and respectful work environment. Knowledge Management • Contribute to the documentation, organization and dissemination of relevant technical knowledge and lessons learned related to the assignment. • Support the preparation of tools, templates and reference materials that facilitate that effective project implementation. • Ensure information, records and documentation produced under the assignment are properly organized and made available to authorized personnel. • Promote knowledge-sharing and collaboration among project teams while ensuring compliance with applicable confidentiality and data protection requirements.

• English and French are the working languages of the United Nations Secretariat, and Spanish is the working language of the Regional Office. • For the post advertised, fluency in Portuguese and working knowledge of English are required.

Travel details: Applicable The incumbent may be required to undertake official travel within Brazil, subject to project requirements and prior authorization of Head of Brazil Office. All official travel will be undertaken in accordance with applicable United Nations travel policies and procedures. Contract type LICA, UNOPS, with Cigna health insurance. Remuneration Remuneration will be determined in accordance with the applicable UNOPS Local ICA or UNDP’s salary scale and the level established through the official classification process. Notes Appointment against this post is on local basis and only nationals from Brazil or external candidates who hold a permanent visa in Brazil may apply.  The extension of this contract is subject to availability of funds and/or performance. Any contract extension is not automatic.   It is required for all the curricular information to be inserted in the system, which may take a few hours.    All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.  Applications should be submitted through INSPIRA and must include all documents required at the system, please be ready to include the following information at the “Candidate Profile” (CP) at Inspira:    • Cover memo (maximum 1 page)  • Educational Background (incl. dates)  • Professional Experience (assignments, tasks, achievements, duration by years/ months)  • Expertise and preferences regarding location of potential assignments  • Languages (please indicate your proficiency level in all languages, including your mother tongue) • Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)* * Please note that Internships and part-time work count as 50%. In addition to it, note experience not relevant to the position will not be considered.   All applications should be submitted to: Inspira    UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning people or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org.

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.