Summary of Key Functions:
-Support to CO Programme
-Support to knowledge building and knowledge sharing
1. Provides effective support to the CO programme focusing on achievement of the following results:
- Collection and presentation of background information on CO programme.
- Provision of inputs to preparation of the team results-oriented workplans
- Presentation of information/ documentation for audit of NEX projects.
- Administrative support to organization of conferences, workshops, retreats and other events
- Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
- Extracting, inputting, copying and filing data from various sources.
- Maintenance of files in the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents
- Assistance in proper control of the supporting documents for payments and financial reports for NEX projects
2. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the trainings for the operations/ projects staff on programme.
- Contributions to knowledge networks and communities of practice.Accurate data entry and financial information have an impact on the quality and implementation of the UNDP programme.
Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the UNDP programme.
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OPERATIONAL EFFECTIVENESS
-Ability to perform a variety of repetitive and routine tasks and duties related to programme support
- Ability to review data, identify and adjust discrepancies
-Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
- Ability to organize and complete multiple tasks by establishing priorities
MANAGING DATA
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
-Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
-Interprets data, draws conclusions and/or identifies patterns which support the work of others
MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
-Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
- Shows sound grasp of grammar, spelling and structure in the required language
-Ensures correspondence, reports and documents comply with established UN standards
-Ability to produce accurate and well documented records and aide-memoires conforming to the required standard
PLANNING, ORGANIZING AND MULTI-TASKING
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines, organises computer and physical files
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
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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 is required. Complete Tertiary education or under way will be considered a plus.
Experience: 1 year of relevant administrative experience - related to the activities described in this vacancy announcement.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Language Requirements: Fluency (proficiency) in Portuguese and English. Working knowledge in spanish is 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.
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