Administrative Assistant (Individual Giving)

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

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.

Under the supervision of the Fundraising Specialist, the UN Volunteer will perform administrative 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 (IG) Operation. 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.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

administrative processes. • Experience in organizing events, meetings, and visits. • Excellent writing skills. • Excellent teamwork competence level. • Excellent level of communication. • Organized, structured and with work methodologies focused on results. • knowledge of computer software such as Word, Excel, Power Point, and internet. • Completion of high school. Higher education completed or in progress is desirable

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.