Auxiliar Administrativa de Proyectos

The Auxiliary Administrative Officer supports office operations by executing various standard administrative processes, ensuring high quality and accuracy. The role involves providing administrative and logistical support for program and project implementation, coordinating official missions, managing office assets, supporting procurement processes, and assisting in coordination with partner organizations.

Responsibilities

• Provide administrative and logistical support for the implementation of programs and projects in accordance with UN Women norms, regulations, policies, and procedures.
• Coordinate official missions including management of per diems (DSA), air tickets, and other logistical arrangements.
• Prepare necessary documentation for meetings and events including agendas, invitation letters, logistical notes, moderation guides, and related documents.
• Support organization, logistical coordination, and execution of conferences, workshops, working meetings, stakeholder activities, and other program/project-related events.
• Support office management and institutional asset management including office supplies control and distribution.
• Maintain updated inventory database and prepare related reports.
• Coordinate maintenance and repair of institutional assets as needed.
• Maintain updated records related to office facilities and maintenance activities.
• Manage institutional filing system ensuring proper safeguarding of confidential documents and materials.
• Provide support to staff in filing, photocopying, and record maintenance tasks.
• Support procurement and contracting processes for goods and services required for program and project execution.
• Assist in preparation and updating of procurement plans for programs and projects.
• Support contract management and follow-up.
• Manage procurement and contracting requirements related to events, programmatic activities, communication, and visibility.
• Provide operational support to procurement and contracting requirements of the Representation Office as needed.
• Provide administrative and operational support in coordination with partner organizations.
• Support administrative and financial management of agreements with implementing partner organizations.
• Review FACE forms, expense liquidations, discharges, and financial supporting documentation submitted by partner organizations.
• Follow up on observations and documentation requirements in coordination with programmatic areas.
• Maintain documentary control of agreements and support accountability processes, audits, and compliance with UN Women norms.
• Perform other functions related to the functional profile as required to ensure efficient office and organizational functioning.

Requirements

• Bachelor's Degree with at least 3 years of progressively responsible experience in administration, finance, procurement, or logistical support.
• Completion of secondary education is required; a Bachelor's degree in Business Administration or Public Administration is valued.
• Experience in the use of computer applications, Microsoft Office software packages, and web-based management systems is required.
• Experience with modern web-based ERP systems, preferably Oracle Cloud, is valued.
• Fluency in Spanish as the local working language is required.
• Intermediate knowledge of English is valued.
• Knowledge of another official UN language (French, Arabic, Chinese, Russian, or Spanish) is valued.

Skills

• Administrative Support
• Finance Administration
• Procurement Support
• Logistical Support
• Microsoft Office Suite
• Web-based Management Systems
• ERP Systems
• Oracle Cloud
• Project Coordination
• Asset Management
• Mission Coordination

Languages

Spanish, English