UNDP Jobs - 36630- Administrative Assistant

Administrative Assistant – Executive Secretariat of the Global Compact Brazil

Location :

São Paulo, BRAZIL

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

09-Apr-13 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

Expected Duration of Assignment :

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.

Background

Launched by the United Nations in July 2000, the UN Global Compact is both a policy platform and a practical framework for companies that are committed to sustainability and responsible business practices. The Global Compact Networks are clusters of Global Compact participants who come together to advance the initiative at regional or local level. Their role is to support companies in their efforts in implementing the Global Compact, while also creating opportunities for multi-stakeholder engagement and collective action. The Global Compact Brazilian Committee (CBPG in Portuguese) was created in 2003. It is a voluntary group with the objective of promoting the Global Compact Principles in the management of enterprises operating in Brazil, as a means of strengthening corporate social responsibility in the country. Since January 2011, UNDP Brazil is the focal point of the Global Compact in Brazil and coordinates the support to the CBPG.

Under the overall guidance of the UNDP Coordinator for Strategic Planning and direct supervision of the Executive Secretary, the Administrative Assistant will provide administrative support to the work of the Executive Secretariat of CBPG, and the Focal points in matters related to the Global Compact. The Administrative Assistant will assist the implementation and execution of the 2013-2014 Strategic Program for the Global Compact network in Brazil.

The Administrative Assistant works in close collaboration with the Global Compact Brazilian Committee, and its Executive Board, as well as with UNDP Country Office as required, exchanging information and supporting program implementation.

Duties and Responsibilities

Summary of Key Functions:

- Administrative support to the Executive Secretariat of Global Compact in Brazil and the CBPG;
- Support to the Brazilian Network of Global Compact;
- Support to knowledge building and knowledge sharing.

1. Provides effective administrative support focusing on the following activities:
- Receive, direct and relay telephone messages
- Control and organization of physic and electronic files and documentation
- Prepare and manage correspondence and office documents
- Take, prepare and distribute minutes of meetings
- Maintain schedules and calendars
- Arrange and confirm appointments
- Handle incoming mail and other material
- Maintain proper control of supporting documents to payments and financial reports
- Operate office equipment
- Manage office space and the overall needs of the Global Compact team
- Perform other related duties as required

2. Provides effective support to the Brazilian Network of Global Compact focusing on achievement of the following results:
- Organization of monthly meetings, conferences, events, workshops, and travel arrangements
- Verbal and writing communication to answer inquiries and provision of information
- Timely answer queries presented by the Local Network
- Manage flow of information internally and with the signatories and/or stakeholders
- Preparation of reports and statistics on the Local Network operation in Brazil
- COP compliance by the Brazilian Signatories
- Translation of documents as required

3. Ensures facilitation of knowledge building and knowledge sharing, focusing on the performance of the following tasks:
- Assist the elaboration process of the Brazilian GC Network bulletins and related articles.
-Monitor updates in the GC Brazil webpage. -
-Web research on articles of interest to the Brazilian CG Network.
- Disseminate news and results to the Brazilian GC Network and partners.
- Keep the Global Compact website up dated
- Maintain the Local Network Database updated

Impact of Results
The key results have an impact on the overall efficiency of Brazilian Committee of the Global Compact and on the success in implementation of its strategies. Accurate analysis, data entry and presentation of information contribute to proper implementation of the CBPG Strategic Planning 2013-2014.

Competencies

Corporate Competencies:

- Demonstrates commitment to UNDP’s mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning
-Shares knowledge and experience
- Active works towards continuing personal learning

Development and Operational Effectiveness

- Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme documentation, data entering and provision of information
-Good organization skills
-Ability to deal with bureaucratic tasks
- Communication skills – oral and written
- Interpersonal skills and ability to deal with different stakeholders

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
- Demonstrates openness to change and ability to manage complexity
- Flexibility to perform a variety of duties in an independent manner

Required Skills and Experience

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined

Education
Secondary education. University Degree in Human Sciences such as International Relations, Communication or Administration would be desirable, but it is not a requirement.

Experience
2 years providing administrative experience.
Experience in drafting texts, notes, and releases.
Experience in the usage of computers and office software packages.
Previous experience with communication mechanisms (mailing, news clipping, and maintenance of information in the web page) will be considered as a plus.
Familiarity with themes related to sustainability will be considered as an advantage.
Previous working experience with the United Nations or any of its initiatives is an asset.

Language Requirements
Fluency in Portuguese and English. Knowledge of Spanish as an asset.

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 (upload resume) the UNDP Personal History Form - P11 (instead of your CV).

The P11 can be found in: http://www.pnud.org.br/arquivos/p11.doc

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

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.

UNDP is committed to achieving workforce diversity in terms of gender, individuals from minority groups, indigenous groups, afro-descendants and persons with disabilities are specially encouraged to apply.