Administrative and Financial Assistant – Individual Giving

Volunteering Admin Logistics & Procurement Finance & Economy

Overview

Support administrative and financial tasks within the Individual Giving division.

You have:

• Minimum of 2 years of experience in administrative and financial roles is required.
• Strong proficiency in Microsoft Office applications, particularly Excel and Word is needed.
• Excellent oral and written communication skills are essential.
• Familiarity with procurement processes and contract management is required.
• Ability to monitor budgets and track expenditures is crucial.
• Ability to handle sensitive financial information confidentially is a must.
• Proven organizational skills with attention to detail are necessary.

Contract

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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

UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS). The UNICEF competencies required and expected for this post are: Demonstrates Self Awareness and Ethical Awareness; Works Collaboratively with others; Builds and Maintains Partnerships; Innovates and Embraces Change; Thinks and Acts Strategically; Drive to achieve impactful results; Manages ambiguity and complexity.

• Calendar and meeting management, preparation of agendas and follow-ups. • Handling internal and external communications related to procurement and operations areas. • Organizing documentation, filing systems, and administrative workflows. • Strong skills in tracking budgets, expenditures, and variances. • Ability to prepare financial summaries, forecasts, and expenditure reports. • Experience monitoring multi-source funding (local and international donors are an asset). • Knowledge of cost allocation processes and internal financial controls. • Understanding of procurement workflows (quotations, contracts, vendor payments). • Ability to manage documentation, verify approvals, and track contract timelines. • High organization and attention to detail. • Ability to handle sensitive financial information confidentially. • Strong communication skills for coordinating with Finance, Procurement, and IG teams. • Proactiveness to identify gaps, risks, or process improvements. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines

The assignment will be in Brasília, the Federal capital of Brazil and seat of government of the Federal District. Brasilia is a family duty station and classified A (hardship). The living conditions in Brasilia are good as well as the access to health services. The accommodation facilities are in general good, and the choice is wide. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging their own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan. Brazil is security level 3 (moderate). United Nations Department of Safety and Security UNDSS Brazil advises to exercise a high degree of caution in Brazil due to high levels of serious and violent crime, particularly in major cities. Violent crime as muggings, armed robbery, kidnappings, and sexual assault, is very high. Avoid shanty towns (favelas) in the big cities and if you are attacked or robbed, do not resist. Demonstrations can occur at any time and may turn violent with little or no warning. All United Nations personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment in Brazil. For missions in rural areas or indigenous reservations, special procedures may apply; UN personnel should consult with the local DSS office in advance. Specific UN Volunteer entitlements, including insurance coverage, Volunteer Living Allowance (VLA), Deployment / Repatriation lump sums, among others, are available at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.

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Potential interview questions

Added 2 months ago - Updated 2 months ago - Source: unv.org