IC, Administrative Assistant, Recife, Brazil

Recife

Organization: UNICEF - United Nations Children’s Fund
Location: Recife
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Chief Field Office
Closing Date: Closed

Under the supervision of the Program Admin Assistant, perform reception and administrative functions.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, care.

The Office is responsible for the coordination of the Semiarid Territory including 9 states, the implementation of the UNICEF Seal in 3 of those states, the Platform of Urban and Innovative Initiatives, which include institutional strengthening, training, technical follow-up, communication and social mobilization of state and municipal technical and managerial teams, mayors, adolescents and youths, non-governmental organizations, community organizations, and other groups and local leaderships, so that real and positive changes in the lives of children and adolescents in the municipalities of the Semiarid can occur.

How can you make a difference?

Under the supervision of the Program Admin Assistant, perform reception and administrative functions.

EXPECTED RESULTS:

1- Daily: welcome and address visitors, answer telephone and whatsapp calls and messages and support SAB Coordinator and staff staff with meetings scheduling.

2- Daily: dispatch documents, publications and packs by courier or normal post;

3- Daily: answer most of queries received by phone, courier and Recife e-mail, address and forward others to the competent unit/section when necessary.

4- Daily: coordinate meeting rooms and audio-visual equipment reservations and provide logistic support.

5- Take notes of the Office & SAB weekly meetings

6- Daily: register official appointments in the institutional agenda.

7- Daily: support the Programme Assistant acting as a backup for ICT Focal Point.

8- Weekly: control general office supplies and cleaning material.

9- Whenever necessary: contract fast delivery, freight and transportation services for the Office.

10- Weekly: receive, prepare and dispatch pouch to Brasilia’s Office, registering, distributing and filing related documents.

11- At the request of the Programme Assistant, contact service providers, with a view to contracting local express delivery services, freight and transportation, including transportation, at the request of other offices and Brasília;

12- Perform small typing jobs on microcomputers under supervision (such as miscellaneous templates, labels, adaptation of texts on model letters, certificates, etc).

13- Monthly: Record changes to the contact list of the office, partners, municipality, media and suppliers whenever necessary, and update the entire list through telephone and e-mail contacts.

14- In the absence of the Programme & Administrative Assistant, perform finance and administrative tasks as:

a. Daily: receive notes and invoices, registering and forwarding them to the Chief of Office and/or Certifying Officer, and after obtaining approval, submit them for payment on the due date, under the guidance of the AIC.

b. Daily: after obtaining approval of the Chief of Office and under his/her guidance, undertake all necessary actions to arrange services, maintenance and repair of equipment and supplies, obtaining, if necessary (and under threshold of USD 2,500), quotations from suppliers, with the support of the AIC;

c. Daily: keep the Chief of Office abreast of potential problem areas and identify and recommend solutions.

d. Weekly: review of office premises to ensure a good and safe working environment for all staff members; review telecommunications systems; inform Chief of office of any potential issues related to these subjects.

e. Under the guidance of ICT in Brasilia, perform ICT back up function as required.

15- Aditional tasks related to COVID19 response

a. Support the Sab Coordinator and the Donations focal Point to contact partners on the CIK donations

b. receive calls and masseges via whatsapp and e-mail (Recife ZO e-mail inbox) and forward the demands to the focal staff on donations.

c. support on search of potential suppliers for acquisition of goods locally when requested.

d. support on hiring freight and transportation services

MONTHLY DELIVERABLES

100% of visitors welcomed and telephone calls answered timely and professionally.
100% of documents, publications and packs dispatched. within (specify timeframe).
100% of official appointments registered in the institutional calendar.
Weekly pouch prepared, monitored and 100% of documents duly distributed within one day of arrival;
100% of e-mails from generic inbox of Recife read, answered when appropriated, replied and forwarded accordingly within 48 hours.
100% of fast delivery and transportation services duly provided to the office.
100% of mailing list addresses updated every six months.

In the absence of the Programme Assistant:

100% of expenses/invoices monitored, registered and sent to the competent department or officer for payment.
Office premises and equipment duly reviewed and miscellaneous supplies (stationary,cleaning supplies etc.) provided according to the office needs.
All requested bids done within 48 hours of requesting.
ICT support duly provided on time.

Deadline: end of each month

Amount: R$ 3.500,00/month (first month pro-rated based on days worked)

PERFORMANCE INDICATORS

High quality of administrative support provided to the office, considering cost effectiveness, rules and regulations.
Transportation, mailing, freight, couriers, pouch and similar services duly provided.
All necessary office supplies provided on time.
Meetings properly supported.
Administrative files available, updated and under control.
Fully functioning office equipment and furniture.
Quality logistic support provided on time.

KEY COMPETENCES, TECHNICAL BACKGROUND, AND EXPERIENCE REQUIRED DEADLINE

Completion of secondary education required. University courses in Business Administration or related fields is an asset.
5 years of experience in administrative proceedings.
Experience in the organization of events, meetings and visits.
Excellent writing skills.
Sound level of judgment and decision making within parameters agreed with supervisor
Excellent level of Working with People competency.
Excellent level of Communication.
Basic knowledge in English.
Excellent knowledge in computer software such as Word, Excel, Power Point and internet.

GENERAL CONDITIONS: PROCEDURES AND LOGISTICS

UNICEF will provide the individual contractor all required core equipment and material for fulfilling his duty, including computer

PAYMENT OF FEE

The payment will be based on submission of agreed deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

RESTRICTIONS

In case of government officials, the contract cannot be issued without prior written clearance by the Government, or unless on leave without pay.

UNICEF is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all religious and ethnic backgrounds, representing the diversity of Brazil, such as black and indigenous people, to apply to become a part of our organization. Candidates will be equally considered regardless of gender identity, sexual orientation, disability, social and HIV/aids status.

This vacancy is now closed.
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