Executive Associate (G-6), FT, #00129172, Sao Paulo

UNICEF; São Paulo; On-site; BRL 90,000 - 130,000; Full time

Job summary

UNICEF Brazil seeks an Executive Associate to deliver comprehensive communications, operational and administrative support to the Head of Office. The role ensures smooth day-to-day activities, manages calendars and travel, supports budget and procurement processes, and upholds high confidentiality and professionalism in interactions with internal and external stakeholders.

Education requires secondary schooling with desirable studies in business, public administration, or related fields.

Qualifications

• Secondary education is required.
• Desirable: studies in business/public administration, information systems, finance or communications.

Responsibilities

• Provide communications support, manage correspondence and documents.
• Maintain calendars, schedules and travel arrangements for the supervisor.
• Assist with budget monitoring, procurement, vendor management and contract administration.
• Represent the supervisor with professionalism and ensure confidentiality.

Skills

MS Word

MS Excel

MS PowerPoint

Calendar management

Budget monitoring

Procurement

Vendor management

Travel logistics

Confidentiality

UNICEF policies

SharePoint

SAP/VISION

Executive support

Stakeholder communication

Education

Secondary education

Training in business/public administration or related fields

Tools

SharePoint

SAP/VISION

Job description

Organizational context: UNICEF works in over 190 countries and territories to save children's lives, defend their rights, and help them fulfill their potential. UNICEF Brazil works to ensure the rights of every child and adolescent, with a particular focus on those who are most vulnerable, excluded, or affected by violence. Since 1950, UNICEF has contributed to major advances for children in Brazil.

Job purpose: Under the supervision of the Head of Office, the Executive Associate is accountable for providing comprehensive communication, operational, and administrative support services. This role ensures the smooth running of the supervisor's day-to-day activities and those of the office. The Executive Associate also plays a key role in representing the supervisor by initiating, following up on, and resolving issues related to administrative requests. This position is crucial for maintaining efficient office operations and supporting the achievement of UNICEF's goals for children in Brazil, particularly in the Amazon, Semi-Arid regions, and large urban centers.

Responsibilities: The Executive Associate provides essential communications support, managing correspondence, preparing documents, and facilitating information flow. They offer comprehensive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements. Operational support involves assisting with office management, maintaining records, and ensuring the smooth functioning of daily activities. The role includes budget monitoring support, assisting in tracking expenditures and preparing financial reports. Procurement support is also a key function, involving assistance with the requisition and purchasing processes. The Executive Associate acts as a key point of contact for internal and external stakeholders, representing the supervisor and office with professionalism and tact. They are responsible for maintaining high levels of confidentiality, demonstrating initiative, and exercising sound judgment in all aspects of their work, contributing to the overall efficiency and effectiveness of the UNICEF Brazil office.

Education: Completion of secondary education is required. Additional studies or training in business administration, public administration, information systems, finance, communications, or related fields is highly desirable.

Work experience: A minimum of six years of relevant administrative or clerical work experience is required. This includes experience in executive assistance, office operations, communications, procurement, budget management, travel administration, calendar management, vendor management, and contract administration.

Skills: Strong administrative and executive support skills, Proficiency in MS Word, Excel, PowerPoint, Experience with integrated management information systems, Strong organizational, planning, and prioritization skills, Ability to work effectively with diverse backgrounds, Tact and professionalism in interacting with stakeholders, High level of confidentiality, initiative, and sound judgment, Knowledge of UNICEF's organizational structure, policies, and procedures, Knowledge of UNICEF software and systems (SharePoint, SAP/VISION), Experience in consultant contract management, Experience in vendor roster management, Experience in travel logistics coordination

Required languages: English, Portuguese

Desired languages: Arabic, Chinese, French, Russian, Spanish