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ADMINISTRATIVE ASSISTANT – EXECUTIVE SECRETARIAT OF THE GLOBAL COMPACT BRAZIL

São Paulo

  • Organization: UNDP - United Nations Development Programme
  • Location: São Paulo
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Background

Launched by the United Nations in July 2000, the UN Global Compact is both a policy platform and a practical framework for companies that are committed to sustainability and responsible business practices. The Global Compact Networks are clusters of Global Compact participants who come together to advance the initiative at regional or local level. Their role is to support companies in their efforts in implementing the Global Compact, while also creating opportunities for multi-stakeholder engagement and collective action. The Global Compact Brazilian Committee (CBPG in Portuguese) was created in 2003. It is a voluntary group with the objective of promoting the Global Compact Principles in the management of enterprises operating in Brazil, as a means of strengthening corporate social responsibility in the country. Since January 2011, UNDP Brazil is the focal point of the Global Compact in Brazil and coordinates the support to the CBPG. 

Under the overall guidance of the UNDP Coordinator for Strategic Planning and direct supervision of the Executive Secretary, the Administrative Assistant will provide administrative support to the work of the Executive Secretariat of Global Compact Network Brazil and the Focal points. The Administrative Assistant will assist the implementation and execution of the Strategic Program for the project. 

The Administrative Assistant (Project Assistant) works in close collaboration with the Global Compact Brazilian Committee, and its Executive Board, as well as with UNDP Country Office as required, exchanging information and supporting program implementation. 

Duties and Responsibilities

- Administrative support to the Executive Secretariat of Global Compact in Brazil and the CBPG; 
- Support to the Brazilian Network of Global Compact; 
- Support to knowledge building and knowledge sharing. 

1. Provides effective administrative support focusing on the following activities: 
- Control and organization of physic and electronic files and documentation;
- Prepare and manage correspondence and office documents;
- Take, prepare and distribute minutes of meetings;

- Arrange travel for the project;
- Arrange and confirm appointments;
- Handle incoming mail and other material;
- Maintain proper control of supporting documents to payments and financial reports; 
- Operate office equipment;

- Manage office space and the overall needs of the Global Compact team; 
- Perform other related duties as required;

2. Provides effective support to the Brazilian Network of Global Compact focusing on achievement of the following results: 
- Timely answer queries presented by the Local Network 
- Manage flow of information internally and with the signatories and/or stakeholders 
- Preparation of reports and statistics on the Local Network operation in Brazil 
- COP and COE contact by the Brazilian Signatories;

- Give COP and COE training; 
- Translation of documents as required.

3. Ensures facilitation of knowledge building and knowledge sharing, focusing on the performance of the following tasks: 
- Assist the elaboration process of the Brazilian GC Network bulletins and related articles. 
-Monitor updates in the GC Brazil webpage. -
-Web research on articles of interest to the Brazilian CG Network. 
 

Financial Management

·         Review financial reports submitted by grantees and advise the Steering Committee of the Brazilian Network as required;

·         Conduct the due diligence for all the contributions;

·         Monthly prepare financial statement or as required;

·         Review of contributions agreement, managing contributions in Atlas.

·         Enter, extract, transfer data from ATLAS database and produce reports as required;

·         Provide other financial reports as required.

Impact of Results 

The key results have an impact on the overall efficiency of Brazilian Committee of the Global Compact and on the success in implementation of its strategies. Accurate analysis, data entry and presentation of information contribute to proper implementation of the Project Strategic Planning. 

Competencies

Corporate Competencies: 

- Demonstrates commitment to UNDP’s mission, vision and values 
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies: 

Knowledge Management and Learning 
- Shares knowledge and experience 
- Active works towards continuing personal learning 

Development and Operational Effectiveness 

- Ability to perform a variety of standard tasks related to Results Management, including

--Screening and collecting of programme documentation, data entering and provision of information 
-Good organization skills 
-Ability to deal with bureaucratic tasks 
- Communication skills – oral and written 
- Interpersonal skills and ability to deal with different stakeholders 

Leadership and Self Management 

-Focuses on result for the client and responds positively to feedback 
- Consistently approaches work with energy and a positive, constructive attitude 
- Demonstrates openness to change and ability to manage complexity 
- Flexibility to perform a variety of duties in an independent manner.

Required Skills and Experience

Education 
Secondary education. University Degree in International Relations, Communication or Administration is a requirement. 

Experience

4 years of experience in administrative activities. 
Experience in the usage of computers and office software packages. 
Familiarity with themes related to sustainability will be considered as an advantage. 

Familiarity with Atlas system is an asset.

Previous working experience with the United Nations or any of its initiatives is an asset. 

Language Requirements 
Fluency in Portuguese and English. Knowledge of Spanish as an asset. 

The candidate must have Brazilian Nationality or be legally authorized to work in the country. 
 

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

This vacancy is now closed.
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