Organizational Context
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.
UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Right, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.
The UN Women Country Office in Brazil focuses on three key areas:
1.Women lead, participate in, and benefit equally from governance systems
2.Women have income security, decent work, and economic autonomy
3.All women and girls live a life free from all forms of violence
UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.
Under the supervision of the Programme Associate, the Administrative Clerk supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Clerk adopts a client, quality and results-oriented approach to their work. The Administrative Clerk works in close collaboration with the programme and projects personnel and the operations team to ensure consistent service delivery.
Scope of Work
1. Provide general administrative and logistical support to the office in accordance with UN Women rules, regulations, policies, and procedures:
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Provide administrative and logistical support to meetings, conferences, workshops and retreats, including venue and room arrangements, preparation of materials, participant logistics, and maintenance of attendance records, as required;
• Maintain office records related to premises, maintenance requests, furniture and equipment movements, and support follow-up with service providers and building management, as required;
• Maintain filing system ensuring safekeeping of confidential materials; and
• Maintain administrative files, registers and trackers to support timely follow-up on office requests, inventory, travel, procurement and other routine administrative processes.
2. Provide administrative support to office management, inventory and asset management:
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain files and records relevant to office premises and related maintenance;
• Support the updating of inventory and asset records and assist in the periodic physical verification of office equipment, furniture and supplies;
• Support the administrative processing of procurement actions, including preparation of standard documentation, receipt and organization of quotations, bids or proposals, and related filing, preliminary evaluation and follow-up, in line with applicable rules and procedures, and
• Provide administrative support in travel arrangements, including the preparation and follow-up of travel requests, travel authorizations, hotel bookings, supporting documentation and other related logistics, as required.
3. Provide administrative support to the implementation of Human Resources services:
• Support recruitment processes by creating and uploading vacancy announcements, compiling applications and standard longlisting/shortlisting matrices, organizing interview schedules and panels, and carrying out related administrative tasks, as assigned;
• Provide administrative support for the processing of new contracts, contract extensions and related personnel documentation; and
• Maintain staffing lists and reports, as assigned.
• Maintain organized personnel files and support the tracking of recruitment and contract status through internal records and corporate systems, as required.
4. Provide administrative support to knowledge building and knowledge sharing:
• Support knowledge sharing on administrative processes by maintaining templates, checklists and organized reference files, and by providing logistical support to trainings and briefings for operations and project personnel, as required.
5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies :
Core Values:
Core Competencies:
Please visit this link for more information on UN Women’s Values and Competencies Framework:
Functional Competencies:
• Ability to administer administrative processes and transactions
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Good IT and web-based management skills
Minimum Qualifications
Education and Certification:
• Completion of secondary education is required.
• Bachelor’s degree in business administration or public administration is an asset.
Experience:
• At least 4 years of progressively responsible experience in administration, procurement, HR, or logistic support service is required.
• Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Languages:
• Fluency in English is required.
• Fluency in Portuguese is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
Statements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.
