Asistente de Apoyo Logístico y Operativo

The Asistente de Apoyo Logístico y Operativo provides operational and logistical support to institutional strengthening projects under the Democratic Governance sub-portfolio. The role ensures efficient and effective execution of planned activities and actions, supporting procurement, event logistics, travel coordination, and administrative management within the UNDP Guatemala office.

Responsibilities

• Manage and follow up on minor procurement processes and payments to suppliers ensuring strict compliance with UNDP regulations (POPP)
• Maintain updated internal management systems for tracking requisitions, purchase orders, and receipt of goods or services for assigned projects
• Keep rigorous control and filing of operational, financial, and contractual supporting documents to facilitate audit and review processes
• Support identification, alerting, and organizing actions to proactively reduce, mitigate, and manage risks
• Assist in drafting, formatting, and sending official correspondence, memoranda, and technical follow-up notes from inter-institutional meetings
• Ensure timely responses to daily operational requests, escalating critical and strategic issues to the project team and coordination
• Attend and participate in project planning, coordination, and follow-up meetings and/or assigned training workshops
• Consolidate updated databases of counterparts, departmental authorities, and key service providers
• Support consolidation of quantitative inputs and verification means needed for quarterly and annual project progress reports
• Manage and follow up on project asset inventory ensuring strict compliance with UNDP regulations (POPP)
• Provide comprehensive logistical support for organizing missions of international experts, workshops, forums, assemblies, and high-level meetings
• Coordinate and ensure timely provision of services for events including venue reservations, audiovisual equipment, transportation, and catering
• Prepare and monitor logistical schedules for each event ensuring compliance with diplomatic, security, and hospitality protocols required by UNDP and government counterparts
• Follow up on commitments made by suppliers ensuring time control and quality compliance and raising early alerts as identified
• Coordinate and ensure all logistics for travel requests, transportation, accommodation, and per diems for field missions of technical teams and consultants to prioritized departments
• Maintain and update an accurate territorial directory of local authorities, technical liaisons, and key inputs to facilitate constant communication between central and departmental levels
• Organize on-site or remotely with local suppliers the logistics for training programs directed to departments based on UNDP norms and procedures
• Coordinate secure shipment, distribution, and receipt of technical materials, equipment, or inputs forming part of project implementation strategies
• Support rigorous collection of physical verification means needed to back financial execution of activities in the country interior
• Perform other functions within the functional profile necessary for efficient office and organizational operation

Requirements

• Bachelor's Degree with 2 years of experience OR High School certificate with 5 years of experience
• Minimum five (5) years of relevant professional experience with secondary education or two (2) years with a bachelor's degree in logistics assistance, operations management, inventory management, travel management, or related fields
• Experience in organizing logistics for activities, trainings, workshops, and/or events
• Experience in assisting and monitoring personnel and/or work teams
• Experience in administrative management of social projects
• Experience in drafting official documents, generating information databases for reporting results, and preparing schedules
• Excellent organizational and planning skills
• Ability to manage multiple tasks and priorities
• Ability to work independently and as part of a team
• Attention to detail and problem-solving skills
• Ability to analyze and interpret regulations and propose operational solutions
• Ensures efficient delivery of quality services
• Strong written and oral communication skills, clear and concise
• Proficient in internet technology and MS Word, Excel, and PowerPoint
• Promotes collaboration, client orientation, quality, and results orientation
• Ability to work under pressure creatively, flexibly, and proactively, finding quick and effective solutions to unforeseen problems
• High ethical standards, integrity, and respect for diversity
• Experience working with UNDP, UN system, international cooperation organizations, or volunteer organizations is valued
• Knowledge of UNDP policies, norms, and procedures is desirable
• General knowledge of protocol in event organization is desirable
• Fluency in Spanish is required
• Basic knowledge of English

Skills

• Logistics Assistance
• Operations Management
• Inventory Management
• Travel Management
• Event Logistics Management
• Personnel Monitoring
• Administrative Management
• Official Document Drafting
• Information Database Use
• Schedule Preparation
• Organizational Planning
• Regulation Analysis
• Operational Solutions
• Quality Service Delivery
• Written Communication
• Oral Communication
• Internet Technology
• MS Word
• MS Excel
• MS PowerPoint
• UNDP Policies Knowledge
• Protocol in Event Organization

Languages

Spanish, English