Efetivo – Administrative and Human Resources Assistant – ONU – Brasília, DF

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Sobre a vaga:

“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.”

Atividades:

Under the overall guidance of the UNEP Brazil CO Representative and direct supervision of the Administrative Officer, the incumbent will be responsible for providing support to office administrative and human resources operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative and Human Resources Assistant promotes a client, quality and results-oriented approach, ensuring consistency with UNEP rules and regulations.

Within limits of delegated authority, the Administrative and Human Resources Assistant will provide support on overall administrative and human resources routines and processes as follows:

Administrative:

  • Support to operations and logistical services;
  • Support to office maintenance;
  • Provide administrative support to 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;
  • Assist the staff members and partners on entitlements, policy and procedures on official travel in accordance with UNEP rules and regulations;
  • Calculate and records lump-sum entitlements;
  • Process expense reports in accordance with rules and regulations;
  • Provide support on travel related issues to staff members and partners;
  • Review Procurement requests to ensure appropriateness of technical specifications and seek clarifications;
  • Prepare a variety of procurement-related documents, contracts, communications, instructions, reports, etc.;
  • Ensure that all procurement and travel documents are filed, and records are up to date;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • Perform other administrative relevant duties as required.

Human Resources:

  • 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;
  • Assist with forecasting and identifying vacancies, reviewing and screening of candidates;
  • Conduct roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles and facilitating the interview process;
  • Prepare recruitment status reports for use by management;
  • Maintain personnel records and files;
  • Assist with the reviewing of processes entitlements and benefits related actions, making appropriate recommendations where exception is required;
  • Assist staff regarding interpretation and application of rules and regulations concerning conditions of service, entitlements and benefits;
  • Provide briefing for newly recruited staff members on administrative formalities, conditions of service, entitlements and benefits;
  • Monitor attendance records and other staff documents;
  • Prepare passes, identification cards and badges for staff members;
  • Assists in resolving HR related issues and problems by conducting necessary research and fact finding and preparing drafts and related documentation for review by the Supervisor.

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

Requisitos:

Mandatory Academic Background:

  • A first-level university degree in Business Administration, International Relations, Economics, Accounting, or related area.

Mandatory Work Experience:

  • A minimum of 6 (six) years of relevant experience in administration, human resources or programme support service is required.

Desirable Work Experience:

  • Previous work experience within the UN System;
  • Knowledge of UNEP rules and procedures;
  • Knowledge of Umoja SAP.

Mandatory Skills:

  • Good communication and capacity for writing texts, documents, reports and correspondences;
  • Advanced computer skills with experience in spreadsheet packages (MS Word, Excel, etc.);
  • Ability to manage administrative routines and to work together with service providers.

Language Requirements:

  • Fluency, oral and written, in English and Portuguese.

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