Individual Contractor: Fundraising Administrative Assistant, Montevideo, 11.5 months

Contract

This is a Consultancy contract. More about Consultancy contracts.

For every child, Rights

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations.

The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated.

There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

I. Background:

Over the past years, and due to different internal and external factors, the Individual Giving team within the Fundraising area has grown significatively, and administrative tasks have gained more complexity and volume, particularly on aspects related to administrative procedures, budget planning and monitoring of resources.

In this context, UNICEF Uruguay is seeking to hire a Fundraising Administrative Assistant who will be responsible for a broad variety of procedural and specialized administrative tasks to support the operations of the Individual Giving team.

How can you make a difference?

II. Purpose for the job:

Under the supervision of the Fundraising Officer, the Fundraising Administrative Assistant will be responsible for executing a broad variety of procedural and specialized administrative tasks for the Individual Giving team within the Fundraising section, requiring in-depth knowledge of UNICEF administrative procedures, processes and policies, and ensuring compliance with UNICEF rules and regulations.

III. Key functions, accountabilities and related duties/tasks:

Provides support to planning of the Individual Giving area and monitoring of budget • Supports the Individual Giving Area in the general preparation of the annual workplan and budget by compiling relevant administrative data from the individual fundraising operations. • Monitors budgets and financial expenditures of the area, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up. • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure. • Assigns expenditures to the right funding sources and monitors against the approved Individual budget. • Prepares budget reports to support Fundraising Officer in the monitoring of implementation. Informs deviations to supervisor.

Ensure that administrative tasks and responsibilities are effectively carried out and delivered in accordance with UNICEF rules and regulations. • Follows up on administrative aspects of the different campaigns and establishes/maintains up-to-date documentation on individual giving operations in accordance with UNICEF rules. • Uses VISION systems (SAP) to run different financial and administrative processes. • Performs a variety of administrative procedures, such us requesting quotations, issuing fund commitments, preparing documentation for contracting goods and services and maintaining ongoing contracts and purchase orders, among others, in coordination with the referent of each section and the Fundraising Officer. • Keeps the Fundraising Officer abreast of potential administrative issues. • Participates in Individual Fundraising internal coordination meetings and specific meetings with other internal and external counterparts. • Follows up on contracts and fund commitments: dates, maturities, available funds, among others. • Follows up and coordinates the creation or update of new vendors. • Monitors and coordinates all Individual Giving billing and payments to suppliers. • Supports the area in the preparation of the annual procurement plan and calendar of events in coordination with the Fundraising Officer. • Coordinates and prepares the required documentation for the procurement of goods, institutional services and consultancies for the Individual Giving area. • Coordinates travel arrangements with the Travel Focal Point; prepares the necessary documentation for missions and meetings.

Collects, analyses, monitors and maintains information and data to prepare different reports • Manages different administrative, financial and reporting systems, such as VISION (SAP), Excel, DPO, among others. • Prepares the monthly cashflow with inputs from different stakeholders and prepares expenditure reports for monitoring of Individual Giving operations. • Contributes with the preparation of different management reports (e.g. Investment Funds reports for HQ). • Prepares reports on administrative and financial issues for decision making (ad-hoc).

Promote cross-functional coordination and collaboration with other areas • Supports Individual Giving initiatives in different administrative, tax and accounting matters in close collaboration with the Operations team. • Provides support to Individual Giving areas on administrative procedures & issues. • Participates in administrative mechanisms. • Maintains a positive and collaborative working relationship with partners.

IV. Expected outcome and deliverables:

The proposed consultancy is needed to carry out a range of procedural, administrative and operational tasks to help develop, implement and monitor the PFP area work plan, ensuring timely and effective delivery, consistent with UNICEF rules and regulations.

V. General conditions of consultancy contract:

• Contract duration: The individual contractor is expected to work for 11.5 months from contract signature, with renewals depending on organization needs and individual contractor satisfactory performance. • Estimated start date: November 2022. • Individual contract will be required to work 40 hours per week, providing its services mostly from UNICEF facilities, without this implying a dependent employment relationship. • The contract between UNICEF and the selected candidate will be signed as a professional services contract (the individual contractor will invoice UNICEF for services rendered on a monthly basis).

VI. Contract supervision:

The individual contractor will be supervised directly by UNICEF Uruguay’s Fundraising Officer.

VII. Qualifications and specialized knowledge/experience:

• Required qualifications: 1. Education: Advanced student or graduate with University degree in administration, accounting, or any other relevant field for the position. 2. Technical knowledge: Advanced Excel. Knowledge of SAP system is considered an asset. 3. Work experience: A minimum of 2 years of relevant work experience in administration, finance, accounting, or any other relevant function. 4. Language: Fluency in English and Spanish are required.

• Required soft competencies: • Drive to achieve impact results. • Works Collaboratively with others. • Applying Technical Expertise. • Planning & Organizing • Following Instruction and Procedures. • Analyzing. • Attention to detail.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

VIII. Applications:

Candidates must complete their application through our recruitment system that can be found at https://jobs.unicef.org/en-us/job/555901, attaching the following mandatory information:

1. Currículum Vitae in the section: “Please upload your C.V. / Resume”. 2. Under a single file, degrees, diplomas, and certificates in the section: “Please upload a copy of your highest level of education certificate”.

IX. Selection process and criteria:

1. The selection of the individual contractor will be based on the following aspects and considerations: a. Professional qualifications: 30%1. b. Technical evaluation: 30%. c. Interview with UNICEF: 40%.

1. Only candidates who achieve a minimum of 70% of the score assigned to numeral a) "Professional Qualifications", will advance to the next stage of the selection process. 2. Candidates that do not meet the qualifications mentioned in point VII and/or fail to attach any document requested in point VIII, will be automatically disqualified. 3. If suitable candidates are not found, UNICEF reserves the right to extend recruitment period as needed. 4. Please note that only those candidates who are shortlisted will be contacted.

Results and products of this consultancy will be of UNICEF´s property and will be used by the organization in the way it deems appropriate.

The individual contractor/consultant must respect the impartiality and independence of UNICEF and the United Nations in regards of the contract with UNICEF and must not seek or accept instructions from any other party than UNICEF. For the duration of this contract the individual contractor/consultant must refrain from any conduct that may reflect negatively on UNICEF or the United Nations and should not engage in any activity that is incompatible with UNICEF instructions, policies and procedures. The individual contractor/consultant must exercise discretion in everything related to this contract.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.

All consultants must complete the following online courses prior to signing their contract with UNICEF Uruguay:

1. Ética e integridad en UNICEF 2. Prevención del acoso sexual y abuso de autoridad (PSHAA) 3. Abuso de Explotación Sexual (PSEA) 4. Sensibilización contra el fraude 5. Sensibilización sobre la seguridad de la información