TERMS OF REFERENCE I. Position Information

Job Title:                               Administrative/ Operations Assistant

Duty Station:                         Brasília, Brazil

Level:                                    SB3

Type of Contract:                 Service Contract (SC)

Duration:                               Initially for six months. Extension is subject to funding availability

Working hours:                    37,5 hours per week - (Monday- Friday

II. Organizational Context

Under the overall supervision and guidance of the Operations Officer the incumbent will be responsible   for the overall administration of the UNODC office in Brasilia as well as for procurement processes, in addition to providing basic HR functions and supervision of IT support services to end users. 

  III. Duties and Responsibilities

- Ensure the overall office running by coordinating, initiating,  supervising and responding to emergency calls for all matters related to  maintenance, repairs, security,  reception desk, cleaning services; assure that equipment, including official car, air-conditioning system  and office premises are in good order and fully operational;

- Maintain up-to-date contract records of office utilities and service providers; follow up on the delivery and confirmation of their respective services according to contracts and purchase orders; validate invoices against goods and services and request payment disbursements to the relevant unit; act as alternate payment processor when required;

- Plan and supervise property administration and physical verification of IT equipment and seek solutions for their acquisition, maintenance or disposal, whenever required, in accordance with Umoja * asset disposal rules and regulations; control and maintain updated information on equipment location/custody and maintenance records;

- Supervise and manage IT help desk services delivered to end users assuring efficient and timely delivery of services; make sure that  telecommunication services, data security, backups, hardware maintenance and  specification of equipment are in line with the required necessities of the office; liaise with UNODC IT Section at HQs to seek for advice and solutions, when required;

- Assist the office by preparing terms of reference to acquire goods and equipment as well as for the contracting of  IT support, telecommunication and other technical services;

- Assist in the procurement of goods and services for UNODC projects by drafting and revising terms of reference, preparing solicitation documents, issuing requisitions, receiving quotations, evaluating, issuing evaluation reports and purchase orders, always in full compliance with UN rules and regulations as well as with Umoja* requirements;

- Act as alternate staff responsible for travel-related services by reviewing passengers' entitlements and approving air ticket issuance, in accordance with UN Rules and Regulations and Umoja*;

- Research on applicable rules and regulations to UN staff  and consultants to provide Hiring Managers with relevant information for recruitment and selection processes;

- Assist in recruitment processes by drafting job descriptions, screening  short-listed candidates, assisting Hiring Managers in interviews and recording final decisions; liaise with the responsible Unit for the timely issuance of vacancy announcements, receipt of applications and analysis of candidates; liase with the responsible Unit to request the issuing contracts (staff and consultants); register/update staff/consultants contracts, and attendance records, within appropriate applications; monitor consultants´ contract records, deliverables, invoices and payment disbursements;

- Write correspondences, reports, evaluations and justifications on general administrative, procurement and HR issues; guide and give information on administrative and HR rules and regulations;

- Provide support in the preparation of  year-end closing reports, office biennium budget submission, procurement workplans and auditing reports;

- Carry out other activities as required.

* Umoja is a SAP Enterprise Resource Planning software used by the United Nations Secretariat.

IV. Impact of Results

The key results have an impact on the execution of administration, HR and procurement services in terms of quality, data accuracy and programme delivery.

V. UN Values and Competencies

UN Core Values: "integrity", "respect for diversity" and "professionalism"Core Competencies: Communication, teamwork, planning & organizing, accountability, creativity, client orientation, commitment to continuous learning and technological awareness.

VI. Recruitment Qualifications

EDUCATION AND PROFESSIONAL EXPERIENCE

University degree preferably in business administration.At least three years of experience in providing support services to office administration and in to programme implementation of international cooperation projects.At least one year of experience in procurement processes for goods and services.Basic knowledge of IT held desk support solutions and hardware.

LANGUAGE REQUIREMENTS

Fluency in Portuguese, English and Spanish is essential 

Desired qualifications

Previous work experience in the UN system;Knowledge of SAP  is a strong asset.

HOW TO APPLY

DEADLINE: October 1st 2018. Interested candidates MUST:

1-      Fill out the P11 Form ( click here ), sign it and scan it into PDF format; Please delete empty lines in the P11 if they are not required.

2-      Send a motivation letter in English.The application documents should be sent to unodc-brazil. recrutamento@un.org   Subject heading:  Admin/Operations Assistant

Selection Criteria: 

1-     UNODC gives equal opportunity to all applicants and particularly encourages Afro-Brazilians and women to apply.

.2-     This position is intended for engaging national personnel or others        legally authorized to work in the country.

3-    Only candidates who meet the minimum requirements will be considered  for  tests and interviews. 

Additional information: 

1-  UNODC is not in a position to afford travel costs for candidates from other   cities. 

2- Results and information on the selection process will be communicated to candidates only by e-mail.

3. At the end of the process candidates will be communicated about the  results.

4- The process may last approximately two months.

5- The selected candidate is expected to start working immediately after the process is finalized.

6.  Government officials or employees are civil servants of UN Member States. Their engagement under  this service contract, can only take place if the following condition is met:       

- The individual must provide an official document from his/her employer formally certifying his or her status as being on 'official leave without pay' for the duration of the contract.

- The above requirement is also applicable to government-owned and controlled enterprises, and partially owned government entities, whether or not government ownership is of majority or minority status.