Are you a detail-oriented professional with a passion for sustainable urban development? UN-Habitat, the United Nations’ lead agency for cities and human settlements, is looking for a dynamic Administrative Assistant to support its mission of creating inclusive, safe, and resilient cities worldwide.
Background (UN-HABITAT)
Established in 1978 as the United Nations Human Settlements Programme, UN-Habitat serves as the UN’s focal point for urban development and sustainable housing. Headquartered in Nairobi, Kenya, it works across 90+ countries to address critical challenges.
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Details
Administrative Assistant – United Nations Human Settlements Programme (UN-Habitat) – Brazil Office
Position Details
- Job Opening ID: 262399
- Job Network: Management and Administration
- Job Family: Human Settlements
- Category and Level: Consultants, CON
- Duty Station: Rio de Janeiro, Brazil
- Department/Office: United Nations Human Settlements Programme
- Date Posted: 6 August 2025
- Deadline: 16 August 2025
Duties and Responsibilities
Under the direct supervision of the Head of the Brazil Office, the Administrative Assistant will provide comprehensive administrative, financial, and human resources support to ensure the smooth functioning of UN-Habitat’s projects in Brazil. The key responsibilities include:
1. Human Resources Support
- Assist in the recruitment process by liaising with UN-Habitat’s headquarters on Terms of Reference (ToR) reviews, shortlisting candidates, and coordinating interview panels.
- Facilitate hiring procedures in compliance with UN regulations, including the preparation of necessary documentation for consultants, individual contractors, and UNOPS/UNDP personnel.
- Monitor contract durations, expiry dates, and extensions, ensuring timely follow-up.
- Maintain an up-to-date HR database and prepare monthly reports for headquarters.
- Support onboarding processes, including requesting index numbers and building passes (BP) for new hires.
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2. Administrative Coordination
- Organize and maintain an efficient filing system for all administrative, financial, and project-related documents.
- Draft official correspondence, including letters, memos, and meeting minutes, ensuring accuracy and professionalism.
- Assist in audit preparations and compliance checks to meet UN financial and operational standards.
- Process payment requests, track expenditures, and support payroll administration when required.
- Ensure adherence to UN security protocols, including mandatory completion of BSAFE training within the first month of employment.
3. Financial Management
- Support budget monitoring and financial reporting in Umoja (UN’s enterprise resource planning system).
- Assist in the preparation of budget revisions, expenditure tracking, and financial reconciliations.
- Identify and rectify accounting discrepancies in collaboration with the Finance Manager and Project Management Office (PMO).
- Facilitate the execution of Agreements of Cooperation (AoC), ensuring timely disbursements and financial reporting.
4. Knowledge Management & Compliance
- Maintain an organized, accessible digital archive of project documents, reports, and administrative records.
- Develop and implement streamlined processes and templates to enhance office efficiency.
- Ensure all activities align with UN integrity and accountability standards, including data confidentiality.
- Support knowledge-sharing initiatives within the team, ensuring best practices are documented and disseminated.
Expected Outputs
The administrative assistant will contribute to:
- Efficient HR and recruitment processes, reducing delays in staff onboarding.
- Accurate financial records, enabling better budget oversight and donor reporting.
- Smooth administrative operations, ensuring compliance with UN regulations.
- Improved knowledge management, facilitating transparency and institutional memory.
Qualifications and Competencies
Education
- A bachelor’s degree in business administration, international relations, public management, or a related field is required.
- An additional three (3) years of relevant experience may substitute for the degree requirement.
Work Experience
- Minimum two (2) years of experience in administration, HR, finance, or project support roles.
- Prior experience in the United Nations system or international organizations is a strong asset.
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with Umoja, ERP systems, or online collaboration tools is advantageous.
- Knowledge of project management methodologies (e.g., PRINCE2, Agile) is desirable.
Languages
- Fluency in Portuguese (mandatory).
- Working knowledge of English or Spanish (highly desirable).
Core Competencies
- Professionalism: Ability to work in a multicultural environment with sensitivity to diversity.
- Planning & Organization: Strong time management skills, ability to multitask, and ability to meet deadlines.
- Communication: Excellent drafting skills for reports, emails, and official documents.
- Teamwork: Collaborative spirit, conflict resolution skills, and adaptability in dynamic settings.
Contractual Arrangements
- The position is offered as a consultancy contract with a monthly fee based on deliverables.
- The consultant must complete mandatory UN training, including security certifications.
- The initial contract duration will be specified upon hiring, with possible extensions based on performance and project needs.
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