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, dedication

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 Travel Assistant is accountable for managing travel arrangements, verifying travel claims, and supervising the performance of travel agencies and transportation services. They ensure compliance with UNICEF policies, facilitate the visa process for staff, and provide administrative support for events and logistics. This role is essential for maintaining operational efficiency, enabling program staff to focus on their core activities.

Key functions, accountabilities and related duties/tasks:

1. Timely and cost effective application of the BCO travel work process to ensure travelers are at the right time at the required place

• Checks the travel plans information and calculates of entitlements, airfare, terminal expenses and DSA’s for official mission (international and national travels);
• Requests the travel agency the air tickets reservation in accordance with the most economical routes and itineraries accordingly to the UNICEF official travel regulations and prepares the travel authorizations for all staff members.
• Posts the travel payments (air ticket invoice and payment to the traveler) and send them to the Finance Unit for payments purposes;
• Provides weekly travel report and shares this information with all the staff. Also shares monthly information on DSA and UN Rate with staff.
• Prepare lump sum calculation and payment to International Personnel (Home Leave, Family Visit, Transfer of Duty Station, Education Grant, Assignment and Separation Grant, etc.)

2. Monitors and follow-up of trip certification (travel claim)

• Verifies the travel claims for the trips that did not take place as planned, checks the supporting documents for completeness and accuracy in conformity with the entitlements and posts reviewed travel payments into SAP Fiori.

3.  Effective supervision of the Travel Agency and Transportation Services

• Verifies if the services provided by the travel agency and transportation services are being provided satisfactory and in accordance with the contract.
• Check and verify the air tickets invoices issued by travel agency and transportation services for payment and forward them to the Finance Section to provide payment

4. Supervision of the transportation internal and external activities

• Provide guidance to the UNICEF Brasilia Driver and implements effective staff learning and development programme activities for capacity building for staff under his/her supervision.
• Ensures that the external and internal transportation activities are timely and efficiently provided.
• Act as focal point for the transportation services for the Brazil Country Office. Support management of the online contract portal, monitoring flows and APP mobile system, training and guiding UNICEF staff to use the service/app. Monitoring the staff utilization and preparing the information for payment request to finance unit.

5. Effective support in visa processes information to staff and submission to Embassies and Consulates

• Provides information to staff on visa and vaccination in accordance with Embassies and Consulates requirements and ensures that application forms are duly complete with the proper documents.
• Drafts related travel correspondence, including standard letters to Embassies and Consulates requesting visas for staff, their dependents, consultants and participants in meetings. Ensures that travel related files are updated and organized, easily retrieving information to auditors, etc.

6. Act as back up for the functions of administrative assistant, including the tasks below

• Events/Logistics – Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Supplies/Equipment – Supports management of administrative supplies, office equipment, and updating inventory of items.
• Protocol – Operations of delivery of Protocol support services are timely and effectively provided.

If you would like to know more about this position, please review the complete Job Description here:  Specific JD Travel Assitant G5_Final.pdf

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

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical.
• Work Experience: A minimum of 5 years of relevant relevant professional experience is required.
  • Experience in the travel industry with experience in an international organization is required.
• Language Requirements: Fluency in English and Portuguese is required

Desirables:

• Experience in the UN system or similar is an asset.
• Experience in general administration is an asset.
• Knowledge of office and diplomatic protocol arrangements is desirable.
• Knowledge of United Nations travel rules and practices and of standard tools and references of the travel industry is an asset.
• Developing country work experience and/or familiarity with emergency.

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 (1)
• Demonstrates self-awareness and ethical awareness (1)
• Drive to achieve results for impact (1)
• Innovates and embraces change (1)
• Manages ambiguity and complexity (1)
• Thinks and acts strategically (1)
• Works collaboratively with others (1)

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.

Visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for at the general service category.

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.

Additional information about working for UNICEF can be found here.