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Administrative and Finance Assistant for UN Women
|Advertised on behalf of :|
|Location :||Sao Paulo, BRAZIL|
|Application Deadline :||03-Jun-18 (Midnight New York, USA)|
|Type of Contract :||Service Contract|
|Post Level :||SB-3|
|Languages Required :||English Portuguese|
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Under the guidance and direct supervision of the WEPs Manager and Programme Manager, the Administrative Assistant supports the portfolio of projects under Economic Empowerment Impact area of Brazil CO by providing a variety of administrative processes to ensure high quality and accuracy of work; and will provide the necessary support for the operation and work of UN Women staff in São Paulo. The Administrative Assistant promotes a client, quality and results oriented approach.
The Administrative Assistant works in close collaboration with the programme and project staff in São Paulo and Brasília to ensure consistent service delivery.
Duties and Responsibilities
1. Support the implementation of operational strategies
Provide basic inputs to the preparation and implementation of administrative team results-oriented work plans;
Assist in the preparation of budget and provide information for audit;
Assist in the preparation and review of agreements and supporting documentation. Assist in monitoring activities related to the internal system management of financing agreements and support the management of contributions in the Atlas system;
Assist in the follow up on deadlines, commitments made and actions taken.
2. Support the management of accounting and financial monitoring services
Prepare Non- PO and PO vouchers in Atlas (payments and advances), as well as respective templates and supporting documents;
Maintain control of travel claims ensuring accuracy and compliance in a timely manner;
Contribute to ensure accuracy and relevancy of the supporting documents for payments and financial reports;
Generate regular management reports on the status of financial resources;
Maintain proper filing system of finance and project records and documents – hard and soft copies;
Maintain the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions and unapproved vouchers.
3. Provide general administrative and logistical support to the economic empowerment programme in Brazil
Provide administrative support for the organization of conferences, workshops, training, technical meetings, seminars, among others, including arrangements related to travel, transportation and national and international lodging;
Organize and update agenda of main events related to WEPs;
Provide required support to maintain WEPs network and to attract new signatory companies
Obtain quotations for all the processes of acquisition of goods and services (micro purchasing);
Support travel processes and follow-up on them until their conclusion – arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents. Collect information for DSA, travel agencies and other administrative surveys;
Liaise with local counterparts for provision of common services and take required actions;
Create e-Requisitions in Atlas, register of goods receipt in Atlas;
Update, on a monthly basis, the financial control spreadsheets for the Projects;
Support the review of the financial reports submitted by counterparts, when applicable.
4. Provide administrative support to knowledge building and knowledge sharing
Contribute to knowledge networks and communities of practice;
Provide necessary administrative support for effective knowledge management and sharing among project staff.
Key Performance Indicators
Adherence to UN Women rules and regulations;
Accurate data entry;
Quality support to conferences and events;
Quality organization of files and reports;
Timely support to team.
Respect for Diversity
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Excellent networking and interpersonal skills
Leading by Example
Awareness and sensitivity Regarding Multi-Cultural Environment
Ability to administer and execute financial and accounting processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Ability to support a team and team building skills;
Good knowledge of financial rules and regulations;
Good IT and web based management skills;
Focuses on result for the client and responds positively to feedback;
Attention to detail.
Required Skills and Experience
Undergraduate degree in Finance, Accounting, Business Administration, Social Sciences or related fields is required.
Minimum 4 years of relevant administrative/project or programme experience at the national or international level is required;
Experience in the usage of computers and office software packages (MS Word, Excel, Access etc) is required.
Knowledge of spreadsheet and database packages, experience in handling of web based management systems is an asset;
Knowledge and familiarity with UN Women’s ERP System (Atlas) is an asset.
Fluency in English is required.
Working knowledge of Spanish is an asset.
>>> 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 Personal History Form - P11 (CVs will not be considered for applications).
Only applications made on UNDP Personal History Form - P11 and submitted 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.
Applicants with employment in public institutions will need to present evidence of leave without pay.
Applicants must not be related (mother, father, sister, brother, son or daughter) to United Nations staff members.
Applicants must be Brazilian nationals, or have permission to work in Brazil.
UN Women will not cover costs and arrangements for travel or moving to São Paulo.
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.