Background

Duties and Responsibilities

Under the guidance and direct supervision of the ARR for Programme the main duties are, as follows:

1. Contribute to ensure effective and efficient functioning of the ARR office focusing on achievement of the following results:

• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, both internal and external, some involving high-ranking officials
• Preparation of informal translation.
• Make travel arrangements for the supervisor and follow-up on the different stages with other units to ensure that these arrangements are timely completed.
• Maintenance of protocol procedures.
• Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
• Assist in arrangements of ARR missions and representation schedule.
• Keep lists of names, addresses and telephone numbers of ministers, government, officials and members of the diplomatic corps.
• Maintain liaison with Offices of Headquarters, Administration and Senior Officials regarding various administrative matters.
• Assist in research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc;
• Provide assistance in the coordination of services to UNDP activities (meetings, training etc.) and events.
• Attend meetings, act as an interpreter when required and/or take minutes and monitor follow-up activities.
• Preparation of correspondence, directives, comments on behalf of ARR for his/her signature and making follow-up when required.
• Use of office management systems for effective functioning of the ARR office.
• Perform a variety of administrative duties (e.g. meeting organization, reservations, office supply and equipment orders, etc.) including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.);
• Follow-up on deadlines, commitments made and actions taken by the ARR;
• Assist incoming high-level missions (travel arrangements, meeting organization, reservations, etc.);
• Assist the supervisor in the monitoring and execution of UNDP projects and/or programmes
• Maintain hardcopy and electronic filing of all supporting documentation, correspondence, etc. related to the ARR office;
• Perform other duties as required.

2. Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Draft non-substantive correspondence and ensures follow-up;
• Maintain policy, confidential and general management files;
• Receive, screen, log and routes correspondence, attach necessary background information and maintain follow-up system;
• Place and screen telephone calls and answer queries with discretion;
• Ensure smooth and efficient information flow within the unit;
• Process and prepare confidential information;
• Respond and draft responses to a wide range of correspondence and other communications, using standard word processing package;
• Carry out quality control function for outgoing documents;
• Monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit;
• Screen all incoming calls and correspondence;
• Prepare clear correspondence in conformity with established procedures and accuracy of statements before being signed by supervisor.
• Assists in coordination of the information flow in the office, follow up on circulation files.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to ARR when required.
• Screening of all incoming calls and correspondence.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Cooperate and sharing information for Executive Assistant
• Cooperate to the organization of trainings to UN staff on coordination, administration, and protocol issues.
• Cooperate with other colleagues to accomplish their duties.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Ability to work under pressure
• Good interpersonal skills
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties
• Ability to review data, identify and adjust discrepancies
• Ability to produce accurate and well documented records conforming to the required standard
• Ability to handle a large volume of work possibly under time constraints
• Ability to perform work of a confidential nature
• Good knowledge of administrative rules and regulations
• Strong IT skills

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Required Skills and Experience

Please, fill with details and complete data all the required information in the Personal History Form (check bellow how to submitt application).

Education:
University degree in the areas of administration, economics, social policies or international relations.

Experience:
At least 2 years of relevant administrative experience related to the TOR activities. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Experience in the UN System or in Embassies will be considered as an asset.

Language Requirements:
Fluency in Portuguese,  English and Spanish is required.

The candidate must have Brazilian Nationality or be legally authorized to work in the country

SUBMISSION OF APPLICATIONS:

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page the UNDP Personal History Form - P11. The P11 can be found in: http://www.pnud.org.br/recrutamento/P11_Personal_history_form.doc  

Only applications made on UNDP Personal History Form - P11 and submmited on time will be examined.

We are 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.

Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.