Administrative Assistant, IC, São Luis, Maranhão, Brazil

Contract

This is a Consultancy contract. More about Consultancy contracts.

Background & Rationale

The São Luís Zone Office today has two regular staff members and one CI Education/Protection.

The Office is responsible for the implementation of the UNICEF Seal, the Platform of Urban Centers 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 Maranhão can occur.

Due to the extensive workload in the administrative area, it is recommending the issuance of the Administrative Assistant individual contractor to perform reception and assist with administrative tasks.

Purpose

Under the supervision of the Chief Field Office, perform reception and administrative functions.

Expected results: (measurable results)

SMART: Specific, Measurable, Achievable, Realistic, Time Bound

1. • Daily: welcome visitors, answer telephone calls and support staff with meetings scheduling.
2. • Daily: receive, register and distribute correspondences.
3. • Daily: dispatch documents, publications and packs by courier or normal post; operate copy and scanner machines as needed.
4. • Daily: answer most of queries received by phone, courier and São Luís e-mail address and forward others to the competent unit/section when necessary.
5. • Daily: coordinate meeting rooms and audio-visual equipment reservations and provide logistic support.
6. • Daily: register official appointments in the institutional agenda, and schedule meetings according to requests.
7. • Daily: organize, classify and file documents.
8. • Daily: support the Programme Assistant acting as a backup for ICT Focal Point.
9. • Weekly: control general office supplies and cleaning material.
10. • Whenever necessary: contract fast delivery, freight and transportation services for the Office.
11. • Weekly: receive, prepare and dispatch pouch to Brasilia’s Office, registering, distributing and filing related documents.
12. • 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;
13. • Perform small typing jobs on microcomputers under supervision (such as miscellaneous templates, labels, adaptation of texts on model letters, certificates, etc).
14. • Every six months: 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.
15. • In the absence of the Programme & Administrative Assistant, perform finance and administrative tasks as:
    1. 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.
    2. 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;
    3. Daily: keep the Chief of Office abreast of potential problem areas and identify and recommend solutions.
    4. 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.
    5. Under the guidance of ICT in Brasilia, perform ICT back up function as required.

Timeframe

Start date: 01/04/2021 End date: 15/03/2022

Monthly Deliverables:

• 100% of visitors welcomed and telephone calls answered timely and professionally.
• 100% of correspondences received, registered and distributed within (specify timeframe).
• 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 São Luís read, answered when appropriated, replied and forwarded accordingly within 48 hours.
• 100% of documents organized, classified and filed. monthly
• 100% of fast delivery and transportation services duly provided to the office.
• 100% of mailing list addresses updated every six months.
• 100% of events presential and/or virtual supported as required

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$ 3.700,00 (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.
• High revision and control of the quality of written materials.
• 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.
• 4 years of experience in business, administration or related field.
• 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
• No contract may commence unless the contract is signed by both UNICEF and the consultant or individual Contractor
• Consultants / ICs will not have supervisory responsibilities or authority on UNICEF budget.

Payment

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.