Administrative Assistant, GS-5, Fixed Term, Brasilia, Brazil #129187

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, commitment

Since 1950, UNICEF has supported the most important transformation for children and adolescents in Brazil. UNICEF Brazil with its main office in Brasília and nine field offices UNICEF works in close partnership with national and sub-national government, corporate partners, youth, and civil society organizations. For information of the work of our organization in Brazil, please visit our website: UNICEF Brazil

How can you make a difference? 

Under the supervision of the Administrative Officer, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. She/he accomplish this by:

• Office Planning & Project Management: Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans. Undertakes basic research and performs comparative analysis of project/programme related data. Monitors project implementation against established milestones and makes recommendations to improve performance. Helps ensure timely compliance with agreed deadlines. Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
• Events/logistics: 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 and uploads cleared materials on the intranet. Prepares and maintains agendas on meetings and events related to the work group commitments.
• Travel: Act as back up officer for the functions of travel, including the tasks below: Provides travel assistance to staff members in section 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. Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records. Monitors travel certification and report back to the team.
• Invoice Processing: Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. Uploads electronic files and verifies results to destination system. Responds to client transaction status and other inquiries.
• Procurement: Facilitates 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, uploading TOR’s in VISION, and making necessary logistical arrangements. Maintains up-to-date vendor lists, partners, and consultant rosters.
• Supplies/Equipment: Supports management of administrative supplies, office equipment, and updating inventory of items. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards. Arranges for the purchase and timely distribution of office supplies.
• Protocol: Operations of delivery of Protocol support services are timely and effectively provided, and related arrangements are well established for enhanced protocol services. All required Immigration requirements and procedures are followed and facilitated effectively. All required government permits and licenses are obtained, filed, and renewed effectively. All administrative transactions and arrangements of airport arrival and departures for UNICEF affiliated personnel are effectively administered. All vehicles’ registration processes are supported and implemented effectively. All customs clearance formalities and procedures are supported and followed up to ensure timely delivery and finalization. Effective working relations are maintained with other agencies, local authorities and implementing partners.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Work Experience:
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Proven experience in project management or office planning, including monitoring project implementation, conducting basic research, and preparing work plans.
• Demonstrated experience in organizing and managing logistics for events, conferences, or capacity development activities.
• Experience in handling travel arrangements and procurement processes, including managing travel records, assisting with budget preparation, and processing contracts and invoices.
• Language Requirements: Fluency in English and Portuguese is required. Knowledge of Spanish is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

• 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 

Familiarize yourself with our competency framework and its different levels.

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.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. 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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable afro-descendants, indigenous, LGBTQIA+ and other minorities are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

This job opportunity is presential and for Brazilians only or candidates with a work permit for Brazil.

Additional information about working for UNICEF can be found here.