Back Project Assistant (CITInova Project)

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.

The United Nations Environment Programme 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.

In March 2018, the Government of the Federative Republic of Brazil, the Ministry of Science, Technology and Innovation (MCTI, the Executing Partner) and the United Nations Environment Programme (UNEP) concluded an Executive Programme for the implementation of the project entitled “Promoting Cities in Brazil through integrated urban planning and investment in Innovative Technologies” (CITinova). UNEP is the implementing agency for the project and the Global Environment Facility (GEF) provides funding to a total of more than US$ 22.6 million dollars.

The project has been under implementation since April 2018 through the work of co-executing partners. These are: (1) the Recife Agency for Innovation and Strategy (ARIES) (through the Nucleo de Gestao do Porto Digital), which manages Recife project activities; (2) the Center for Strategic Studies and Management (CGEE), which manages project activities related to the Sustainable Cities Innovative Observatory and provide execution support to Brasilia project activities; and the (3) Sustainable Cities Programme (SCP), which manages project activities related to the project’s knowledge platform. Furthermore (4), the UNEP Brazil Office provides execution support to the project. The co-executing partners (ARIES, CGEE and SCP) receive GEF funds from UNEP through project cooperation agreements and undertake their own, inter alia, fund management, procurement, recruitment and travel.

The objective of this term of reference is to hire a Project Assistant to give support in the execution of administrative routines related to the Project "Cities-IAP: Promoting Sustainable Cities in Brazil through Integrated Urban Planning and Innovative Technologies Investment”. This GEF (Global Environment Facility) project is being implemented by UNEP in partnership with the Ministry of Science, Technology and Innovations - MCTI. The Project Assistant should provide administrative direct support to the National Director in daily activities and routines related to the current Project and will be stationed at the headquarters of MCTI in Brasilia.

Under the direct guidance of the GEF Sustainable Cities IAP National Director and the supervision of the UNEP Brazil Office Senior Programme Officer, the Project Assistant will undertake the following tasks:

• Support administrative and financial routines;
• Support the organization, accountability and reporting of meetings, seminars, workshops and other events under the Project;
• Assist in establishing and maintaining operations/programme classification;
• Organize and categorize all existing and new documents related to TCS Programme for easy retrieval when necessary;
• Work in close collaboration with UNEP Brazil CO staff to process travel and procurement related to project activities;
• Work together with service providers working under the project;
• To support procurement and recruitment related project activities;
• Liaison with UNEP staff;
• Contribute to the drafting, translation and review of documents;
• Write correspondences whenever necessary;
• Organize the agenda and participate in meetings and discussions;
• As part of a team, document lessons learned and best practices;
• Other actions required for effective project execution.

All services to be performed under this Term of Reference will have a direct impact on the development and implementation of the Project " Cities-IAP: Promoting Sustainable Cities in Brazil through Integrated Urban Planning and Innovative Technologies Investment”. The contract will be governed by United Nations Environment Programme rules and procedures.

This post is for duty at MCTI´s Headquarters in Brasília/DF.

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: Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations
• Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Academic Background Requirements:

• Bachelor’s degree in any field related to sustainable urban planning.

Work Experience:

• At least 4 (four) years of administrative work experience.

Desirable Work Experience:

• Administrative and project management previous experience in the public sector.

Language requirements:

• Fluency in English and Portuguese.

Mandatory Skills:

• Good communication and ability to manage administrative routines and daily agenda;
• Capacity to write correspondences, reports, texts, documents and invitations;
• Ability to work together with co-execution partner institutions;
• Good Interpersonal relationship skills to work closely with partners and project coordinating team;
• Capacity to organize, report and to do the accountability of meetings, seminars, workshops and other events under the Project;
• Experience in Microsoft Office software.

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: 6 months