Assistant to the Representative (UNEP) - Office Based, Brasilia, Brazil
Organization: UNDP - United Nations Development Programme
Office: PNUD Brasil
Closing date: Thursday, 26 January 2023
Job Identification : 7936
Locations : Brasilia, Brazil
Posting Date : 01/16/2023, 05:33 PM
Apply Before : 01/26/2023, 04:59 AM
Job Schedule : Full time
Agency : UNEP
Grade : SB3
Vacancy Type : Service Contract Holders
Practice Area : Management
Contract Duration : 6 months
Education & Work Experience : Bachelor’s Degree
Other Criteria : Bachelor´s Degree - 5 years experience
Required Languages : Portuguese and English
Desired Languages : Spanish
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 (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.
Duties and Responsibilities
Under the overall guidance and direct supervision of the UNEP Brazil CO Representative, the Assistant to the Representative will be responsible for providing administrative, executive assistance and secretarial support 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 support and support communications.
Objectives, expected outputs and accomplishment indicators
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;
Assist in 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, directives, comments on behalf of the Representative for his/her signature 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;
Facilitation of information sharing;
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;
Perform other related duties as assigned;
Undertake stakeholder mapping on potential partners and/or peer organizations;
Assist in managing relationships with potential partners and/or peer organizations weaving collaborative relations that enable the Brazilian office to effectively fulfill its mission and specific objectives.
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.
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.
Commitment to Continuous Learning: Willingness to keep abreast of new developments in the field of information technology.
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
University degree in International Relations, Business Administration, Communication or related areas.
Madatory Work Experience:
A minimum of 5 (five) years of secretarial/administrative/protocol experience preferably within an international organization;
Experience in the usage of computers and office software package and knowledge of spreadsheet and database packages;
Good planning and report/minutes/memo writing skills;
Strong written and oral communication skills.
Desirable Work Experience:
Experience in international organizations/UN system will be an asset
Fluency, oral and written, in Portuguese and English is mandatory;
Working knowledge in Spanish is an asset.
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.
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Link to the organization’s job posting: https://unjobs.org/vacancies/1673893817373