Administrative Assistant Individual Contractor (Affirmative action vacancy for afro-descendants, indigenous, LGBTQIA+ and other minorities), Recife, Brazil

Contract

This is a Consultancy contract. More about Consultancy contracts.

Background & Rationale

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 UNICEF City Agenda (#ACU) 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.

Purpose

Under the supervision of the program and administrative assistant, performs reception functions (receives people, answer the phone and forward demands to the responsible sectors in Recife; sends, distributes and organizes correspondences, receives and directs e-mails from Recife) and administrative (acts as backup of ICTs, contacts suppliers, controls and schedules meetings of the head of the office, updates the contact list of the office, performs small typing tasks, receives invoices and sends payments).

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. 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.
11. Perform small typing jobs on microcomputers under supervision (such as miscellaneous templates, labels, adaptation of texts on model letters, certificates, etc.).
12. 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.
13. 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, under the guidance of the AIC.
    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 10,000), quotations from suppliers, with the support of the AIC;
    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.

Deliverables:

Monthly Deliverables:

1. 100% of visitors welcomed and telephone calls answered timely and professionally.
2. 100% of documents, publications and packs dispatched.
3. 100% of official appointments registered in the institutional calendar.
4. 100% of documents duly distributed within one day of arrival.
5. 100% of e-mails from generic inbox of Recife read, answered when appropriated, replied, and forwarded accordingly within 48 hours.
6. 100% of fast delivery and transportation services duly provided to the office.
7. 100% of mailing list addresses updated every six months.
8. In the absence of the Programme Assistant, 100% of expenses/invoices monitored, registered and sent to the competent department or officer for payment.
9. Office premises and equipment duly reviewed and miscellaneous supplies (stationary, cleaning supplies etc.) provided according to the office needs.
10. All requested bids done within 48 hours of requesting.
11. ICT support duly provided on time.

Deadline: end of each month

Amount: R$ 5.091,00/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, 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.

Technical background, and experience required

• Completion of secondary education required. University courses in Business Administration or related fields is an asset.
• 3 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.

Core Values

1. Care
2. Respect
3. Integrity
4. Trust
5. Accountability

General Conditions: Procedures and Logistics

• UNICEF will provide the Individual Contractor all required core equipment and material for fulfilling his duty, including computer.
• Expenses related to travels, if any, will be covered by UNICEF and paid to the Individual Contractor as per UNICEF travel rules and regulations.
• 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.
• The IC will work on-site under a full-time basis and prior authorization and/or clearance from UNICEF to engage in external activities is required.

Insurance and health coverage

• The contractor is fully responsible for arranging, at his or her own expenses, such life, health and other forms of insurance covering the term of the contract as he or she considers appropriate.
• The contractor is not eligible to participate in the life or health insurance schemes available to UNICEF and United Nations staff members.

Payment of fee

• The payment will be based on submission of agreed deliverables.
• The indicated fee is based on the established IC Fee table currently applicable.

• 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

• Consultants and individual contractors may not receive training at the expense of UNICEF. Notwithstanding, consultants and individual contracts must complete the applicable mandatory trainings.

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

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF's policies and procedures and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

UNICEF is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.