Operations Assistant (Administrative)

UN Secretariat; Rio de Janeiro; Presencial; BRL 45 000 - 78 000; Tempo integral

Resumo da oferta

UN-Habitat in Rio de Janeiro seeks an Operations Assistant (Administrative) to support the Brazil Office, ensuring smooth project delivery by handling administrative and HR tasks, recruitment processes, personnel records, and contract monitoring.

The role requires a Bachelor’s in HR/Administration or three years of relevant experience, fluency in Portuguese and working knowledge of English, and strong MS Office skills with an ability to manage multiple databases and payroll support.

Qualificações

• Bachelor’s degree in HR/Administration or related field, or 3 years of relevant experience.
• Fluency in Portuguese and working knowledge of English.
• Minimum 3 years of experience in administrative support, recruitment, HR activities, payroll support, or contract administration in Brazil.

Responsabilidades

• Organize recruitment and personnel documentation and ensure compliance.
• Maintain databases, spreadsheets and personnel records with data integrity.
• Manage HR backlogs, leave, pending documentation and contract monitoring.
• Support contract administration and payroll activities.
• Utilize digital tools to improve workflow and processes.

Conhecimentos

MS Office Suite

Recruitment processes

Contract administration

Payroll support

Database management

Formação académica

Bachelor’s degree in HR/Administration or related field

3+ years of relevant experience

Ferramentas

MS Office

Descrição da oferta de emprego

Organizational context: The United Nations Human Settlements Programme (UN-Habitat) promotes sustainable urban development and adequate housing for all. The Regional Office for Latin America and the Caribbean (ROLAC), based in Rio de Janeiro, Brazil, focuses on developing and managing activities within the host country. This role supports UN-Habitat's expanded portfolio in Brazil, working with governments and partners to implement urban policies.

Job purpose: The Operations Assistant (Administrative) will provide crucial support to the UN-Habitat Brazil Office, working collaboratively with programme, operations, and project teams. The primary purpose of this role is to ensure the smooth implementation of projects and achievement of organizational objectives by managing administrative and HR-related tasks. This includes supporting recruitment processes, maintaining personnel documentation and databases, managing HR backlogs, and assisting with contract administration and payroll activities. The role is essential for maintaining operational efficiency and compliance with UN procedures, contributing directly to the successful execution of UN-Habitat's mandate in Brazil.

Responsibilities

The Operations Assistant (Administrative) will support project implementation through various administrative duties. Key responsibilities include organizing, verifying, and maintaining recruitment and personnel documentation, ensuring accuracy and compliance. This involves contributing to recruitment processes, from preparing Terms of Reference to communicating with candidates. The role requires maintaining and updating databases, spreadsheets, and personnel records, ensuring data integrity and timely follow-up. Additionally, the assistant will manage and track HR and administrative backlogs, including leave, pending documentation, and contract monitoring. Contract administration, such as monitoring timelines and renewals, and supporting payroll-related activities are also key functions. The role also involves utilizing and maintaining digital tools and platforms to enhance workflow organization and operational efficiency, and contributing to process improvement initiatives.

Education

A Bachelor’s degree in Human Resources, People Management, Administration, Business Administration, or a related field is required. Alternatively, three (3) years of relevant experience beyond the minimum requirement can be considered. Fluency in Portuguese and working knowledge of English are also required.

Work experience

A minimum of three (3) years of experience is required in administrative support, recruitment and selection, human resources activities, database management, payroll support, contract administration, or operational support within Brazil. Experience with administrative process management, internal controls, compliance, and workflow monitoring is also necessary. Previous experience within the United Nations System is desirable.

Skills

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Mastery of technological tools, software, and online platforms. Ability to manage multiple tasks accurately and maintain compliance. Knowledge of recruitment processes, contract administration, and payroll procedures. Good knowledge of automation and workflow optimization methodologies is desirable.