Administration Assistant

The Administration Assistant supports the implementation of the ALERT - MEXAL6 project within the UNODC Country Office in Mexico, providing efficient administrative and logistical support to ensure smooth and timely service delivery. The role involves coordination of meetings, workshops, missions, travel arrangements, procurement follow-up, inventory control, and documentation management under direct supervision.

Responsibilities

• Prepare and distribute materials for workshops, meetings, missions, and project activities ensuring documentation, inputs and equipment are available in advance.
• Support logistical organization of meetings, workshops, trainings, missions and project activities including venue management, materials, accommodation, catering, transport and related arrangements.
• Support travel processes including preparation of documentation and follow-up of authorizations, expense checks and reimbursements according to applicable procedures.
• Facilitate communication with participants, suppliers, venues and service providers to ensure timely execution of project activities.
• Support preparation of attendance lists, certificates, participant records, evaluation forms and other related documentation.
• Receive, register and follow up on goods, inputs and equipment needed for project activities.
• Maintain inventories and basic records of project-related equipment, inputs and materials under supervision.
• Support secure storage, movement control and documentation of project equipment and materials according to procedures.
• Provide administrative support in planning, implementation, monitoring and reporting of the project in line with applicable rules, procedures and supervisory guidelines.
• Support tracking of project activities, deliverables, meetings, workshops, missions and other assigned actions.
• Assist in preparation of minutes, informational materials, activity summaries, routine correspondence and other project documentation.
• Maintain tracking tools, project files and document management systems ensuring information is updated, organized and properly archived.
• Support procurement processes by preparing and compiling documentation for requisitions, purchase orders, payment requests and service contracts.
• Verify completeness of supporting documentation, invoices and delivery receipts before submission to relevant units.
• Follow up procurement and payment processes by updating control tools and managing pending actions with responsible areas.
• Provide administrative support to project staff, consultants and participants including scheduling activities, document preparation and task follow-up.
• Manage minor administrative requests, operational advances and routine documentation according to established procedures and guidelines.
• Coordinate communication with Finance, Human Resources, Procurement and other administrative units for project-related process follow-up.
• Collect information related to project activities, implementation progress, lessons learned and good practices.
• Contribute to preparation of summaries, notes and routine documentation linked to project activities and administrative follow-up.

Requirements

• Secondary education (High School) or equivalent with 4 years of relevant experience OR Bachelor's degree in any discipline with 0 years of relevant experience.
• Professional certification in Administration recognized nationally or internationally is desirable.
• Experience in administration, logistics or operations.
• Experience using collaboration and productivity tools (e.g., MS Office, G-Suite) and web-based management systems.
• Experience working in multicultural environments or UN system organizations in developing countries is desirable.
• Experience in development or humanitarian contexts is desirable.
• Fluent in English.
• Fluent in Spanish.

Skills

• Administration
• Logistical Support
• Operations Support
• Meeting Coordination
• Workshop Coordination
• Travel Arrangements
• Procurement Follow-up
• Inventory Management
• Documentation Management
• Use of MS Office
• Use of G-Suite
• Web-based Management Systems
• Multi-cultural Work Experience
• Humanitarian Experience

Languages

English, Spanish