UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
Under the overall guidance and direct supervision of the Country Programme Officer (CPO), the Administrative Assistant (AA) will provide administrative support services to IFAD in Brazil ensuring high quality, accuracy and consistency of administrative services with highest standards of discretion and integrity demonstrating a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
Summary of Key Functions:
- Provision of administrative and logistical support
- Provision of support to office maintenance and assets management
Provides administrative and logistical support, focusing on achievement of the following results:
- Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
- Preparation of informal translations of documents;
- Organization and formatting of documentation including through corporate systems;
- Arrangement of travel and hotel reservations, preparation of travel authorizations and security clearances;
- Support country missions such as supervision, mid-term review, closure and support with logistical arrangements;
- Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
- Support consultants on preparation for the mission including information regarding mission logistical arrangements, agenda preparation and meetings organizations;
- Administrative support to organization of conferences, workshops, seminar, retreats;
- Support visit of IFAD staff to the country or other official visits or guests visiting the office;
- Collection of information for DSA, travel agencies and other administrative surveys;
- Receipt, registration, scanning, filing and forwarding of incoming correspondence;
- Preparation of routine correspondence, e-mails, memoranda and reports;
- Keeping updated files and contact information on projects and partners;
- Liaising with service providers to the office or missions such as materials, IT, etc.
Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Collection of information on assets management, maintenance of records and files on assets management.
- Maintenance of files and records relevant to office maintenance including organization of office print publications.
- Undertaking small procurement for office items and keeping office storage.
Impact of Results
The key results have an impact on the execution of the IFAD Office administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services. Conducts formals communications according to protocols and utilizes and gains proficiency in corporate systems.
Organizational
- Strategic thinking and organizational development: Personal influence (Level 1)
- Demonstrating Leadership: Personal leadership and attitude to change (Level 1)
- Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates (Level 1)
- Focusing on clients: Focuses on clients (Level 1)
- Problem solving and decision making: Demonstrates sound problem solving and decision making ability (Level 1)
- Managing time, resources and information: Manages own time, information and resources effectively (Level 1)
- Team Work: Contributes effectively to the team (Level 1)
- Communicating and negotiating: Communicates effectively: creates understanding between self and others (Level 1)
- Building relationships and partnerships: Builds and maintains effective working relationships (Level 1)
Technical/Functional
- Training and experience using MS Word, Excel, PowerPoint; knowledge of integrated management information systems an asset.
- Knowledge of IFAD or other UN agencies administrative policies and procedures will be a plus.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors;
- Sense of initiative and good judgment.
- Ability to work effectively with people of different national and cultural background.
- Ability to work in a team environment to achieve common goals
Education:
- Higher education. Secretarial Studies or Diploma will be a plus.
Experience:
- 4 years of relevant administrative experience.
- Experience in the usage of computers and office software packages (MS Word, Excel).
Language:
- Fluency in Portuguese and English and advance working knowledge of Spanish will be an asset.
Important applicant information
All posts in the SC categories are subject to local recruitment.
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.
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Contract Duration: 12 months