Auxiliar Administrativo NPSA4 - Roster

Organizational Context

The United Nations Development Programme (UNDP) operates in over 170 countries, providing assistance for policy development, institutional capacity building, and resilience. In Colombia, UNDP supports the government's transition towards peace and development, focusing on stabilization, migration, and achieving Sustainable Development Goals. This role supports administrative functions across various projects within the Crisis Resilience cluster.

Job Purpose

The Administrative Assistant provides essential support to projects within the Crisis Resilience cluster, ensuring efficient administrative and operational processes. This role contributes to the successful implementation of project activities by managing logistics, supporting procurement, facilitating communication, and maintaining organized records. The position is crucial for the smooth functioning of project operations, enabling teams to focus on achieving project objectives and contributing to UNDP's mission in Colombia. The role ensures adherence to UNDP's administrative and financial policies and procedures, supporting the overall operational efficiency of the area.

Responsibilities

Provide effective project support by assisting with planning, preparation, review, and execution of project activities. Manage logistics for meetings, workshops, and field missions, including travel arrangements, accommodation, and event organization. Support the contracting process, including renewals and terminations. Assist with procurement processes, including developing acquisition plans and processing purchases according to UNDP standards. Process payments for minor purchases and manage project-related invoices. Maintain organized physical and digital project files and process requested documents. Support area management with information organization, including monthly reports and travel expense reimbursements. Update management control matrices and payroll payment records. Respond to inquiries and follow up on administrative matters related to assigned projects. Ensure compliance with UNDP administrative regulations and policies. Prepare necessary documents for logistics payments and participate in follow-up meetings. Oversee the proper use of office equipment and manage asset inventory. Support capacity-building initiatives by organizing training sessions and disseminating project knowledge and best practices.

Work Experience

A minimum of 4 years of experience with a High School Diploma, or 1 year of experience with a university degree, is required. Experience should be in administrative, logistical, and operational activities for projects with public or private organizations.

Skills

Proficiency in administrative processes and procedures. Customer service experience. Teamwork capabilities. Understanding of gender mainstreaming. Advanced Microsoft Word skills. Basic Microsoft Excel skills. Experience in vendor management. Process monitoring and control. Knowledge of UNDP norms and procedures. Experience working with the UN System. Fieldwork experience. Project management knowledge. Multitasking ability. Fluency in Spanish.

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