Administrative Support, Brasília, Brazil

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UNICEF - United Nations Children's Fund

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Application deadline 3 years ago: Tuesday 13 Oct 2020 at 02:55 UTC

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Contract

This is a Consultancy contract. More about Consultancy contracts.

Background & Rationale

In 2019, the Education Area implemented approximately US$ 3,685,000.00 through agreements with civil society partners, contracting services and transfers to the zonal offices. For the year 2020, the volume of resources implemented is also high and administrative activities multiply, requiring extra effort from the entire team to carry out the program activities. The Education section manages around 10 to 15 agreements during the year that need administrative monitoring and maintenance in the area. For this reason, given the need for excellence and delivery of results for children and adolescents in the country and for us to expand the programmatic and resource mobilization actions, it is necessary to have administrative support for the area.

Purpose

The objective of the individual contractor is to provide administrative support to the Education area related to: procurement processes or contracting of small services for the area, contacts with partners and other UNICEF and UN offices, preparation of material necessary for meetings, external and internal , preparation and organization of official trips of staff members and / or external partners, preparation of letters, documents, logistical bulletins, and preparation of minutes of team meetings and with partners, proceed with contracting and contract extension processes (UNVs and consultancies) as needed, and implement other activities that are necessary to help ensure the good performance of the area. Actions that require access to the Vision should be implemented by the Program Assistant of the Area or through the Assistant in Charge system, with the support of the assistants from other areas of the office.

Expected results: (measurable results)

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

1. Result 1: Support staff and/or external collaborators in travel procedures:

1.1. Deliverables:

  • Provides travel assistance to staff in section and/or external collaborators for travel arrangements and entitlements based on the organization's rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel;
  • Support staff members and/or external collaborators on issues relating to administrative matters such as visas, security clearance, documentation procedures;
  • Support on extracts, inputs, maintains and verifies correctness of travel records in the area to ensure accurate transactions related to travel costs and staff travel;
  • Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

    1.2. Duration (how many days are needed): 11 ½ months;

    1.3. Deadline (final delivery date): at the end of every 1-month cycle;

    1.4. Payment (% of the contract): 20%.

2. Result 2: Provide support on Invoice Processing:

2.1. Deliverables:

  • Support for collecting invoices and filing documents for approval;
  • Maintain electronic files and verify results;

    2.2. Duration (how many days are needed): 11 ½ months;

    2.3. Deadline (final delivery date): at the end of every 1-month cycle;

    2.4. Payment (% of the contract): 20%.

3. Result 3: Contracting of consultants or other service providers:

3.1. Deliverables:

  • Support the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates and support the necessary logistical arrangements;
  • Keeps vendor lists, partners, and consultant rosters up to date;
  • Support the purchase and timely distribution of office supplies;

    3.2. Duration (how many days are needed): 11 ½ months;

    3.3. Deadline (final delivery date): at the end of every 1-month cycle;

    3.4. Payment (% of the contract): 20%.

4. Result 4: Support Events and Conferences:

4.1. Deliverables:

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges times through liaising with participants over availability;
  • Liaises with budget focal points and section over costs and needs;
  • Prepares background materials for participants;
  • Prepares and maintains agendas on meeting and events related to the work group commitments;

    4.2. Duration (how many days are needed): 11 ½ months;

    4.3. Deadline (final delivery date): at the end of every 1-month cycle;

    4.4. Payment (% of the contract): 20%.

5. Result 5: General Administrative Duties:

5.1. Deliverables:

  • Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information;
  • Maintain attendance records / act as a leave focal point;
  • Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc;
  • Familiarize with programme monitoring related instructions/tools and report to supervisor for significant changes;

    5.2. Duration (how many days are needed): 11 ½ months;

    5.3. Deadline (final delivery date): at the end of every 1-month cycle;

    5.4. Payment (% of the contract): 20%.

Services of this contract will be delivered continuously, with the same frequency throughout the months.

Delivery deadlines of reports:

  1. 30 November 2020;
  2. 31 December 2020;
  3. 31 January 2021;
  4. 28 February 2021;
  5. 31 March 2021;
  6. 30 April 2021;
  7. 31 May 2021;
  8. 30 June 2021;
  9. 31 July 2021;
  10. 30 August 2021;
  11. 30 September 2021;
  12. 15 October 2021.

PERFORMANCE INDICATORS

  • Punctuality in meeting deadlines;
  • Quality of the contents;
  • Timely provision of the deliverables;
  • Full adherence to the monthly workplans and diligences as agreed with Supervisor;
  • Satisfactory quality level of reports and actions (quality of inputs, analysis, register of activities, recommendations, etc).

Key competences, technical background, and experience required Deadline

Education:

  • Completion of secondary education preferably supplemented by technical or university courses related to the work of the organization.

Experience:

  • A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

Language Requirements:

  • Fluency in Portuguese and Intermediate level in English is required.

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 these travels will be covered by UNICEF and paid to the Individual contractor as per UNICEF travel rules and regulations. For Consultant’s, travel costs should be included in the consultant’s fee;
  • 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.

Financial Proposal

Costs indicated are estimated. Final rate shall follow “best value for money” principle, i.e., achieving the desired outcome at the lowest possible fee.

A financial proposal including the fee for the assignment based on the deliverables and number of days must be submitted. Consultants and individual contractors are asked to stipulate all-inclusive fees, including lump sum travel and subsistence costs, as applicable.

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

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.

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.

Added 3 years ago - Updated 2 years ago - Source: unicef.org