IC, Administrative Assistant - recepcionist and Admin Support, Sao Paulo, Brazil

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UNICEF - United Nations Children's Fund

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Application deadline 2 years ago: Monday 14 Mar 2022 at 02:55 UTC

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Contract

This is a Consultancy contract. More about Consultancy contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, care.

UNICEF's Zonal Office in São Paulo currently has eleven permanent employees (Programmatical and Private Fundraising and Partnerships - PFP area), 4 consultants and one outsourced professional. In the last two years, there was an important increase in the team and also an increase of operational support for its performance, intensified with the return to face-to-face activities at the office during the covid-19 pandemic.

The office is responsible for implementing a set of initiatives to guarantee the rights of children and adolescents, especially the most vulnerable, in partnership with governments, companies and civil society associations, reflecting locally as the organization's national priorities. It is also co-responsible for mobilizing financial resources with individuals and companies.

For the implementation of its activities, the office was recently remodeled, also meeting the needs of social distance demanded by covid-19.

The office is in an area of ​​about 300m2 in the building of the Espaço Público do Aprender Social (ESPASO), of the Secretaria Municipal de Assistência e Desenvolvimento Social (SMADS).

How can you make a difference?

Under the supervision of the Program Admin Assistant, perform reception and administrative functions.

Expected results:

Special projects:

1. Restructure the São Paulo office's direct mail, composed of contacts of representatives of the state and municipal governments, civil society organizations, service providers and companies;

2. Research for budgets (at least 3) for each service contracted by the UNICEF team in São Paulo, in the areas of communication, programs and resource mobilization;

3. Contract fast delivery, freight and transportation services whenever necessary;

4. Support the organization and logistics of internal and external events, in person and/or virtual.

Daily:

1. Receive visitors, answer phone calls and support the team with calls (national and/or international);

2. Meet the demands of the security entrance of the building where the office is located;

3. Receive, register and distribute correspondence;

4. Register and send documents, publications and packages by mail or regular mail;

5. Operate equipment (copiers, scanners, etc; as needed);

6. Answer most questions received by phone, currier and e-mail from São Paulo and forward others to the competent department when necessary;

7. Coordinate and reserve meeting rooms and audiovisual equipment and provide logistical support;

8. Support the Program Assistant acting as a backup for the ICT Focal Point;

9. Keep the São Paulo office mailing updated.

Weekly:

10. Control the stock of office supplies in general, including cleaning supplies;

In the absence of the Administrative and Program Assistant, perform daily financial and administrative tasks such as:

• Maintain contact with technical section of SMADS/ESPASO (where the UNICEF São Paulo office is located) to deal with administrative and security issues;

• Review office facilities to ensure a good and safe working environment for all employees; perform all necessary actions to provide services, ensure the acquisition, maintenance and repair of equipment and supplies, obtain quotes from suppliers, agencies and services, periodically review telecommunications systems;

• Keep the Coordinator informed about potential problem areas and identify and recommend solutions;

• Act as IT Focal Point for the entire office, monitoring the Zonal Office computer network and assisting other team members with general IT issues.

Monthly Deliverables:

Submit monthly reports on the services provided, including:

• Reception: visitors received cordially and duly registered;

• Telephone service: receptive and active registering important calls and delivery of messages;

• Agenda: 100% of official appointments registered in the institutional calendar.

• Mail: 100% of mail received, registered and distributed and 100% of documents, publications, packages shipped and delivery monitoring;

• E-mail: São Paulo office inbox: 100% of emails read, replied or forwarded properly within 48 hours;

• Supply stock management: monitor and guarantee the stocks of office and cleaning supplies;

• Hire and monitor delivery services: 100% guarantee agility delivery and transport services properly provided to the office;

• Direct mailing: 100% of mailing list addresses updated;

• Purchasing: supplier research, budget request, price comparison matrix and vendor registration after approval by the program assistant;

In the absence of the Program Assistant:

• Manage all administrative and operational aspects and tasks for the smooth running of the office

• Accounts payable: 100% of expenses/invoices monitored, recorded and forwarded to the competent agency or agency for payment.

• Maintenance and Inventory: Office facilities and equipment duly overhauled and miscellaneous materials (stationery, water, cleaning supplies, etc.) provided according to the office's needs.

• ICT support: duly provided on time.

Deadline: end of each month

Payment: 1/11 per month BRL 3.700,00/month

Duration: 11 months

PERFORMANCE INDICATORS

  • 100% of visitors and service providers supported;
  • 100% of correspondence answered or forwarded to those responsible for this action;
  • Administrative support properly provided to the office, considering cost-effectiveness in budgets, rules and regulations;
  • 100% of the transport, mail, cargo, couriers, pouch and similar services provided;
  • Cleaning and all necessary office supplies provided on time;
  • 100% of face-to-face meetings at the office properly supported;
  • 100% of administrative files available, updated and under control;
  • Office equipment and furniture in full operation;
  • Quality logistical support provided on time;
  • Permanently updated office mailing.

technical background, and experience required

  • Completion of high school. Higher education completed or in desirable progress;
  • 3 years of experience in administrative processes;
  • Experience in organizing events, meetings and visits;
  • Excellent writing skills;
  • Excellent teamwork competence level;
  • Excellent level of communication;
  • Basic knowledge in English;
  • Basic knowledge of computer software such as Word, Excel, Power Point and internet

Key competences

  • Builds and maintains partnerships
  • Demonstrates self-awareness and ethical awareness
  • Drive to achieve results for impact
  • Innovates and embraces change
  • Manages ambiguity and complexity
  • Thinks and acts strategically
  • Works collaboratively with others

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.

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.
  • 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 2 years ago - Updated 2 years ago - Source: unicef.org