Job Identification : 11314

Locations : Brasilia, Brazil

Posting Date : 06/07/2023, 10:01 PM

Apply Before : 06/22/2023, 03:59 AM

Job Schedule : Full time

Agency : UNEP

Grade : SB4

Vacancy Type : Service Contract Holders

Practice Area : Management

Bureau : Regional Bureau for Latin America and the Caribbean

Contract Duration : 1 Year

Education & Work Experience : Bachelor’s Degree

Required Languages : Portuguese and English

Desired Languages : Spanish

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. Our mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. Our work includes assessing global, regional and national environmental conditions and trends; developing international and national environmental instruments; and strengthening institutions for the wise management of the environment. This position is located at the Brasilia Country Office.

The incumbent will be supervised by the UNEP Brazil Office Representative and will work at the House of United Nations in Brazil – Sérgio Vieira de Mello Complex, in Brasília, from Monday to Friday, 40 hours per week.

Duties and Responsibilities

Under the overall guidance and direct supervision of the UNEP Brazil CO Representative, the Administrative and Financial Associate will be responsible for providing administrative, executive guidance and facilitate the secretarial services to the Representative to facilitate smooth running of the Office and effective processing of information and data and maintaining full confidentiality and upholding protocol. The incumbent will also facilitate knowledge building, provide logistical and communications guidance.

The tasks and responsibilities of the Assistant includes:

•  Maintenance of the Representative’s calendar, contacts with visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
•  Responsible for protocol matters, receive visitors/partners.
•  Preparation of high-quality briefing materials for the Representative’s appointments, meetings and missions.
•  Contribute to the preparation and finalization of informal translations.
•  Management of Representative’s missions and representation schedule.
•  Maintenance of mailing list of partners, telephone lists.
•  Preparation and revision of correspondence and making follow-up when required.
•  Maintenance of the filing system ensuring safekeeping of confidential materials.
•  Facilitate the flow of information/communication between the Representative and other Units within and outside the office.
•  Coordination of the information flow in the office, follow up on circulation files.
•  Undertake logistical administrative and financial arrangements, in consultation with the Operations team, for meetings, events and workshops organized by the office.
•  Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of Office.
•  Screening of all incoming calls and correspondence.
•  Use of automated office management systems for effective functioning of the Representative’s office.
•  Facilitate administrative tasks related to meetings, conferences, workshops, retreats..
•  Monitor office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
•  Maintenance of the filing system ensuring safekeeping of confidential materials.
•  Process expense reports in accordance with rules and regulations.
•  Participation in trainings and meetings for the operations/projects staff on administration.
•  Contribute to the preparation of the budget and provision of audit-related information.Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports.
•  Review terms of references and job openings in consultation with hiring managers, ensuring that the evaluation criteria and responsibilities are in line with UNEP rules and regulations.
•  Participate in the preparation of recruitment status reports for management assessment. Engages in resolving HR-related issues and problems by conducting research, gathering facts, and preparing drafts and related documentation for review by the Supervisor. Provide guidance to staff members and partners regarding entitlements, policies, and procedures on official travel in accordance with governing rules and regulations. Calculate airfares and construct itineraries in line with the UN governing rules and regulations.
•  Liaise with contracted travel agency on complex itineraries and issuance of tickets.
•  Calculate and records lump-sum entitlements.
•  Request and record refunds in UN’s enterprise resource planning (ERP) tool.
•  Process expense reports in accordance with rules and regulations, where applicable.
•  Contribute to providing guidance to staff members on travel-related issues using the enterprise resource ERP platform. Review Low Value Procurement requests to ensure appropriateness of technical specifications and seek clarifications.
•  Prepare a variety of procurement-related documents, contracts, communications, instructions, reports, etc.
•  Provide clear and accurate guidance on the procurement guidelines to internal requesters/divisions.
•  Ensure all the procurement processes are complying with the procurement guidelines and records are up to date.

Competencies

Corporate Competencies:

•  Demonstrates integrity by modeling the UN’s values and ethical standards;
•  Promotes the vision, mission, and strategic goals of UN Environment;
•  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
•  Treats all people fairly without favoritism.

Functional Competencies:

•  Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to the area of work; good research, analytical and problem-solving skills; ability to apply judgment in the work environment; the capacity to plan own work and manage conflicting priorities.
•  Planning and Organizing: Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner. Demonstrated ability to coordinate tasks to meet deadlines.
•  Communication: Excellent verbal and written communication skills, including the ability to draft/edit variety of written reports and to articulate ideas in a clear and concise style.
•  Teamwork: Very good interpersonal skills and ability to establish and maintain effective working relations in a multi-cultural organization. Ability to provide effective support in relation to work conducted by colleagues.

Required Skills and Experience

Academic Background Requirements:

•  Bachelor’s degree in business and Administration, International Relations, Accounting or related field is required.

Additional Qualifications:

•  Post graduation course or Master’s Degree or Doctorate Degree in Business and Administration, International Relations, Accounting or related fields is required.

Mandatory Work Experience:

•  Candidates with a Bachelor`s degree should have at least nine (9) years of relevant experience in the field of secretarial/administrative.
•  Candidates with both Bachelor`s and Post graduation course or Master’s degree or Doctorate Degree, should have at least five (5) years of relevant experience in the field of secretarial/administrative.

Desirable Work Experience:

•  Experience in international organizations/UN system will be an asset.
•  Experience in the usage of computers and office software package and knowledge of spreadsheet and database packages is an asset.
•  Good planning and report/minutes/memo writing skills is an asset.
•  Strong written and oral communication skills is an asset.

Language requirements:

•  Fluency in Portuguese and English is mandatory;
•  Confident in Spanish is an asset.

Expected Results of Services:

•  All services to be performed under this Term of Reference (ToR) will have a direct impact on the development and implementation of the UNEP Brazil Office.

Legislative Authority:

•  The contract will be governed by United Nations Environment Programme rules and procedures.

Contract Duration:

•  Contract duration is of twelve (12) months. Contract may be renewed.
•  Either party may terminate the SC before the expiry date of the contract by giving notice in writing to the other party. The minimum period of notice shall be 14 calendar days.

Travel Involved:

•  Costs with missions/travels in order to meet the objectives and results stated in this Term of Reference are not included in the total amount mentioned above and shall be covered by the Project, if necessary.

Work Location:

•  This post is for duty at the UNEP Brazil Office at Brasília/DF.

United Nations Considerations:

•  The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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