Operations Assistant

**Operations Assistant**:
**Advertised on behalf of**:
**Location**:

- Brasília, BRAZIL**Application Deadline**:

- 31-Aug-23
- **(Midnight New York, USA)**

**Time left**:

- 10d 7h 54m**Additional Category**:

- Gender Equality**Type of Contract**:

- Service Contract**Post Level**:

- SB-3**Languages Required**:

- English Portuguese**Starting Date**:
- 11-Sep-2023**Duration of Initial Contract**:

- 12 months (one year)**Background**:
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 direct supervision of the Operation Analyst, the Operations Assistant carries out varied and inter-related operational activities ensuring high quality and accuracy of work. The Operations Assistant results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

**Duties and Responsibilities**:
**Provide general administration and operations support to the Brazil Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies.**
- Contribute to an annual workplan for the Operations Team and monitor the implementation;
- Participate in review meetings and provide support to the assessment of the managerial and operationalcapacities of implementing partners in collaboration with the programme and technical team;
- Provide administrative support and guidance to colleagues on operational issues;
- Provide a continuous and up-to-date flow of information between the CO and the RO as needed;
- Assist the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist;
- Prepare for internal and external audits and coordinating implementation of audit action plan by draftingperiodic status update reports and collating supporting documents;
- Maintain filing system ensuring safekeeping of confidential materials.

**Provide administrative support to the implementation of HR services in accordance with UN Women rules and regulations and corporate policies and strategies**:

- Create and upload vacancy announcements and organize interview panels; and other tasks, as assigned;
- Provide support in personnel administration for international and national staff as appropriate (e.g. renewal ofUNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of homeleave entitlements);
- Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by theOperations Manager;
- Perform the Human Resources Associate duties when need it;
- Maintain staffing list, reports, folders, as required.

**Support and Process Special Service Agreement (SSA) / Individual Consultant**:

- Prepare SSA agreements package (including drafting, processing, and documentation;
- Maintain records and reports related to SSA agreements;
- Ensure compliance with UN Women's guidelines and procedures for SSA arrangements and follow applicableStandard Operation Procedure (SOP);
- Ensure that all SSAs processes are done in a timely and organized matter for all projects;
- Perform Buyer role in Quantum, prepare Purchase Orders (POs);
- Prepare the contracts and submissions to the Procurement Review Committee (PRC) as required.

Provide general support to coordinate official missions and ensure timely and effective support of travel logistics for the Office and Programme Team.- Perform travel processor role, checking if travel arrangements are coherent with Travel policy;
- Provide administrative support to travel arrangements, including reservations, travel authorizations, visaprocessing, and related documentation;
- Collect information for Daily Subsistence Allowance (DSA) as required.

**Provide administrative support to office and assets management**:

- Perform as an Asset Focal Point;
- Maintain records of asset management and generate reports;
- Contribute to inventory reports;
- Implement inventory and physical verification control for the office and projects;
- Update databases with asset, human resources, and procurement data;
- Coordinate shipments and conference facilities.

**Provide administrative support to knowledge building and knowledge sharing**:

- Provide administrative support in the organization of trainings for the operations/ projects staff on administrativerelated matters;
- Compile lessons learnt and best practices in administration, travel, and human resources.

**Key Performance Indicators**:

- Adherence to UN Women rules and regulations.
- Quality support to conferences and events.
- Quality organization of files and reports.
- Timely support to team.

**Competencies**:
**Core Values**:
- Respect for Diversity
- Integrity
- Professionalism

**Core Com