Administrative and Financial Assistant – Individual Giving

UNICEF is mandated by the United Nations General Assembly to advocate for the protection of children's rights, to help meet their basic needs and to expand their opportunities to reach their full potential. UNICEF is guided by the Convention on the Rights of the Child and strives to establish children's rights as enduring ethical principles and international standards of behaviour towards children. The United Nations Children's Fund (UNICEF) has been present in Brazil since 1950, supporting the most important changes in childhood and adolescence in the country. UNICEF participated in major immunization and breastfeeding campaigns; the mobilization that resulted in the approval of Article 227 of the Federal Constitution and the drafting of the Child and Adolescent Statute; the movement for universal access to education; programmes to combat child labour; among other great advances in guaranteeing the rights of Brazilian girls and boys. In recent decades, Brazil has promoted a strong process of inclusion of children and adolescents in public policies. However, a significant portion of the population remains excluded. Therefore, in its cooperation programme with the Brazilian Government for the period 2024-2028, UNICEF focuses its efforts on the most vulnerable and excluded girls and boys, with a special focus on children and adolescents who are victims of extreme forms of violence. These children and adolescents in situations of greater vulnerability are spread throughout Brazil, but they are more concentrated in the Amazon, in the Northeast and in large urban centers. Through the UNICEF Seal, UNICEF promotes commitments to guarantee the rights of children and adolescents in the Northeast and in the Amazon regions in Brazil. In large cities, UNICEF works with a focus on reducing intra-municipal inequalities, through the #AgendaCidadeUNICEF.

The Individual Giving (IG) operation has grown along the last years not only in terms of the income raised but also in number of channels implemented and suppliers supporting their implementation.

Therefore, the number of transactions derived from the day-to-day implementation has grown in number and frequency. Payments to vendors, issue of contracts, extension of existing contracts, adjustments, and update of terms of references, participation in Contract Review Committee with the subsequent completion of supporting documentation and the preparation of notes for the records are examples of tasks and transactions that constantly grew.

The incorporation of an administrative support within the Individual Giving Team will allow more efficiency and effectiveness in the fundraising operation by allowing the fundraisers working in that unit focusing on the design, implementation, and evaluation of the fundraising channels under their responsibility.

Additionally, support in monitoring the annual investment budget of the Individual Giving area, corresponding to Investment funds, Dynamo Funds and Cost Charging.

Under the supervision of the Fundraising Specialist , the UN Volunteer will perform administrative and financial functions such as supporting and organizing documents related to contracts, timely issuing payments, preparing note for the records and performing other administrative tasks related to the operation. Timely and orderly issue the necessary documentation and authorizations to contract suppliers, extend contracts, when necessary, issue payments and follow up on any other administrative aspect of the Individual Giving Operation and provide tools that allow monitoring the implementation of the investment budget and control of channel expenses and costs. They will undertake the following tasks:


Payments:

• Follow up the timely reception of invoices from suppliers, consultants and any other counterpart related to the Individual Giving Operation.
• Together with the fundraising officers responsible for the implementation of activities and plans, revise the accuracy of the values and concepts being presented in invoices.
• Process in Vision the initial steps towards issuing payments.
• Follow up with operations when delays in payments occurs.
• Drafts notes for the records when necessary.
• Archive the administrative documentation supporting each payment.
• Liaise with any administrative instance inside the country office to respond to any requirement related to payments.


Contracts:
• Support the fundraising officers in drafting terms of references when bidding processes occurs.
• Support the preparation of documents when CRCs are necessary.
• Support the preparation of terms of reference for contracts including budgetary lines implied.
• Maintain a record of start and end date of contracts.
• Anticipate the renewal date of contracts when necessary.
• Support in gathering documentation to update or to extend contracts.
• Support the preparation of Note for the Records.
• Archive all the administrative documentation related to contracts.
• Liaises with procurements and other administrative instances to respond to any requirement related to contracts of the IG operation.
• Mapping annual procurement needs in close collaboration with channel heads and the office procurement team.

Budget:

• Monitor Funding Sources; tracking all local and external funding sources supporting the area’s activities.
• Prepare periodic summaries for the manager on the status of each funding source
• Maintain accurate and up to date records of expenditures and costs related to the area
• Prepare regular financial reports for internal review and management decision making.
• Compare actual spending against budgets and identify deviations.
• Monitor budget execution to ensure alignment with planned allocations.
• Flag potential overspending or underspending and alert the manager promptly.
• Support the preparation of budget forecasts and adjustments as needed.
• Prepare dashboards, spreadsheets, and summaries to support strategic decision making.


Internal Coordination:

• Liaise with Finance, Procurement, and other relevant units to ensure compliance with organizational procedures.
• Coordinate with project focal points to gather financial and operational information.
• Support the manager in preparing inputs for internal or external reports.
• Assist in the preparation of documentation required for audits or donor reviews