Assistente de Cerimonial e Eventos

The Assistente de Cerimonial e Eventos supports the implementation of projects and programs by providing administrative quality and operational support to results, working closely with CNJ and UNDP teams. The role is remote within Brazil and involves logistical support for events, document organization, administrative support for meetings, procurement assistance, and operational support for missions.

Responsibilities

• Support logistical and operational activities related to the organization and logistics of events and ceremonies within institutional initiatives.
• Provide administrative support in actions carried out with partner courts, ensuring tasks align with schedules and goals.
• Collaborate operationally with the CNJ Ceremonial and Events Secretariat and involved teams for smooth activity progress.
• Assist in compiling, preparing, and organizing event execution plans, control spreadsheets, and data collection forms.
• Organize traveler registries, support travel request processing in the system, and compile protocol documents such as ceremonial scripts, nominative drafts, and authority lists.
• Prepare post-event document folders, activity reports, and meeting minutes.
• Support logistics for scheduling, convening, and organizing operational alignment meetings among event teams.
• Provide secretarial and logistical support in virtual or physical meeting rooms during technical alignment meetings.
• Assist in consolidating and distributing meeting minutes and decisions to ensure coordination of operational and ceremonial aspects.
• Support administrative processes for procurement, contracting, and mission logistics.
• Assist in collecting commercial proposals and initial market supplier prospecting (venues, equipment, translation, scenography, etc.).
• Operate in compliance with UNDP procurement guidelines and contracting rules.
• Provide basic clarifications and operational guidance to participants, speakers, and suppliers on accounting procedures.
• Assist in receiving, sorting, organizing, and preliminary checking of expense receipts, tickets, per diems, and invoices.
• Organize supporting documentation and assist in forwarding payment and/or expense liquidation processes with the UNDP finance team.
• Provide on-site operational monitoring and support for national and international agendas, with availability for travel.
• Offer immediate administrative and operational support during institutional events to ensure timely resolution of daily demands.
• Assist in operational organization and support communication with participants, partners, and others involved in the Justiça 4.0 and Justiça [+Segura] programs.
• Support monitoring and evaluation of events by collecting satisfaction forms and organizing participation statistics.
• Maintain physical and digital project files updated, organized, and preserving the documentary memory of all events.
• Provide organized information and technical records to support communication and knowledge management activities of the initiatives.
• Perform other functions within the functional profile necessary for the project's smooth operation.

Requirements

• Bachelor's Degree with 2 years of experience OR High School certificate with 5 years of experience.
• Minimum 5 years (for High School) or 2 years (for Bachelor's Degree) of professional experience in organizing and/or executing events and ceremonial activities, including logistical support, participant and authority organization, document preparation, and operational event follow-up.
• Experience working with the Public Sector, especially in the Justice area.
• Experience in organizing events or official missions.
• Experience with MS Office 365.
• High School diploma required; university degree in Administration, International Relations, Communication, Social Sciences, or related fields is considered but not required.
• Experience in institutional ceremonial and protocol of authorities is desirable.
• Experience with organization, information recording, report production, and other management documents is desirable.
• Experience supporting travel logistics, including itinerary monitoring or traveler registration is desirable.
• Experience with expense receipt verification, invoices, or support for accounting processes is desirable.
• Fluency in Portuguese is required.
• Fluency in English and/or Spanish is considered an advantage.

Skills

• Event Organization
• Ceremonial Protocol
• Logistical Support
• Participant Coordination
• Document Preparation
• Operational Event Follow-up
• Public Sector Experience
• Justice Sector Knowledge
• Official Mission Support
• MS Office 365
• Travel Logistics Support
• Itinerary Monitoring
• Traveler Registration
• Expense Receipt Verification
• Invoice Processing
• Accounting Support
• Report Production
• Administrative Support
• Procurement Assistance

Languages

Português, Inglês