Job: Administrative Assistant

Location: Brasília, Rio de Janeiro and São Paulo (Other locations may be included according to demand) 
Deadline: Thursday, 10 October 2013 

Description

UN VOLUNTEER DESCRIPTION OF ASSIGNMENT

Preamble:

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers. In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities. In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

1. UNV Assignment Title: Administrative Assistant

2. Type of Assignment: National UN Volunteer

3. Project Title: Strengthening of the National Truth Commission

4. Duration: Initial 6 months, renewable upon fully-effective performance

5. Location, Country: Brasília/DF (2 vacancies), Rio de Janeiro/RJ (2 vacancies) and São Paulo (1 vacancy). Other locations may be included according to demand.

6. Expected Starting Date: October 2013

7. Brief Project Description:

The National Truth Commission (CNV) aims to analyze serious human rights violations that occurred from 1946 to 1988. The CNV is a result of the State´s obligations to preserve the collective memory and guarantee the observation of the right of memory and truth. The full and effective exercise of the right to the truth is a safeguard against the recurrence of such violence. Therefore, the CNV was created to promote the reconciliation through disclosure, registration and understanding of the truth about past human rights violations in Brazil. In this sense, the CNV has formed a partnership with UNDP, through a technical cooperation project, to support the development of its main activities.

8. Host Agency/Host Institute:

United Nations Development Programme (UNDP) / National Truth Commission (CNV)

9. Organizational Context:

According to UNDP's principles, the guarantee of individual and collective rights is an essential part of the concept of human development. In this context, CNV objectives are seen by UNDP as a matter directly related to respect for life and dignity. Concerning the support to be delivered by UNDP to the implementation of CNV activities, the experience accumulated by UNDP on management has much to contribute to the structuring of the National Commission for Truth. Although, as CNV has short time available for the implementation of planned activities, it demands extreme accuracy and efficiency in the management arrangements chosen. The volunteers selected under this terms of reference will collaborate to the successful and timely implementation of these arrangements.

10. Type of Assignment Place: Family duty station

11. Description of tasks:

Under the direct supervision of the Manager Project the CNV will undertake the following tasks:

• Provide administrative support to CNV team, ensuring that routine administrative tasks and requirements are correctly and timely implemented;
• provide secretarial support to CNV team, maintaining agenda of appointments, of meetings, screening of visitors and travel;
• handle calls, answer and transfer calls to concerned officer and/or take messages or provide general information, understanding the importance and the confidentiality of the issues treated;
• receive, screen and assist visitors and escorts them to responsible officer concerned. Adopt tactful attitude to inform and convince interlocutors to accept unforeseen situations, such as waiting longer than expected, meet with a different office than expected or accepting the cancellation of an appointment;
• prepare correspondence, spreadsheets, reports and document based on instructions provided by the supervisor or based on background information available on office files;
• liaise with service providers for maintenance work and repairs of office equipment or facilities, whenever required;
• distribution and documentation file;
• faciliate implementation of Personnel administrative formalities and processing of documents in relation to official travels;
• under the direction of the supervisor, make arrangements for seminars, workshops activities and maintain schedules, materials and documentation.

Furthermore, the national UN Volunteer is encouraged to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); Be acquainted with and build on traditional and/or local forms of volunteerism; Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; Assist with the UNV Buddy Programmed for newly-arrived UN Volunteers; Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

12. Results/Expected Output:

• Provision of top quality, efficient and prompt assistance to CNV team; assistance in the logistic arrangements and implementation of meetings, seminars, conferences, workshops and other activities demanded by CNV team.

Management and Leadership

• Focuses on impact and result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Remain calm, and in control under pressure
• Demonstrates openness to change and ability to manage complexities
• A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

13. Qualifications/Requirements:

• University degree;
• 1 year administrative experience, especially in preparing minutes, writing reports, proposals and/or correspondence (excellent writing, communication and facilitation skills);
• Experience in organization of meetings/events;
• Fluency Portuguese (oral and written);
• Knowledge of Spanish and English is an asset;
• Excellent computer skills (MS office, including Excel, Word and PowerPoint);
• Ability to handle confidential information is required;
• Flexibility, adaptability and multitasking;
• Demonstrated ability to work with others in a team environment;
• Brazilian nationality;
• At least 22 years of age.

Other

It is necessary to commit to secrecy of any level regarding the material provided by National Truth Commission and pledge, according to current Brazilian legislation, not publishing or disclosing information to third parties, under the risk of cancellation of contract and further penalties in case of violations of the Term of Confidentiality. The UNV must sign the CNV Terms of Confidentiality and will be adverted of legal penalties in case of break of confidentiality.

14. Living Conditions:

Generally living conditions are good in the country, especially in the Cities related to the post: Brasilia, Rio de Janeiro and Sao Paulo.

15. Conditions of Service

A 6 month-contract with the possibility of extension; monthly volunteer living allowance (VLA) intended to cover housing, basic needs and utilities, equivalent to R$ 1,692.00; settling-in-grant (if applicable); life, health, and permanent disability insurance; return airfares (if applicable); resettlement allowance for satisfactory service.

Please note that only shortlisted candidates will be contacted.

CNV, UNDP and UNV give equal opportunity to all applicants and particularly encourage AfroBrazilians and women to apply.

Deadline for applications: 10 of October, 2013

Please send your CV in English with the subject Administrative Assistant (CNV) to gabriel.aragao@undp.org. In your message, please identify in which city (Brasília, Rio de Janeiro or São Paulo) you prefer to work. This selection process will be valid for 12 months. th

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

More Info and Application