Auxiliar Administrativo Para Eventos Diplomáticos

Organizational Context

The AMEXCID-PNUD Cooperation Program (PROCAP), active since 2013, supports AMEXCID's institutional consolidation to strengthen South-South Cooperation in Mexico. This aligns with Mexico's foreign policy and the 2030 Agenda, particularly SDG 17. The program aims to enhance AMEXCID's capacity as a dual cooperator, fostering strategic alliances. This role sits within AMEXCID's Executive Directorate, supporting its mandate to coordinate and supervise international cooperation programs.

Job Purpose

The Administrative Assistant for Diplomatic Events is instrumental in supporting the Mexican Agency for International Development Cooperation (AMEXCID) in its institutional consolidation and the effective implementation of its international cooperation policy. This position directly contributes to the AMEXCID-PNUD Cooperation Program (PROCAP), which aims to strengthen South-South Cooperation in Mexico by developing institutional capacities, enhancing CID policy, promoting strategic alliances, and supporting the Integral Development Plan. The assistant's primary purpose is to provide essential administrative and logistical support for diplomatic events, ensuring their seamless planning and execution. This encompasses managing event-related documentation, coordinating pre-event logistics, assisting with participant registration and engagement, and preparing comprehensive event reports. By efficiently handling these critical tasks, the role directly facilitates AMEXCID's strategic initiatives, strengthens its national capacities, and helps advance Mexico's foreign policy priorities within the framework of the 2030 Agenda for Sustainable Development.

Responsibilities

The Administrative Assistant will provide comprehensive support for diplomatic events, ensuring their efficient organization and execution. This involves a range of administrative and logistical tasks. Administrative Support: Provide general administrative assistance, including meticulous archiving of official correspondence, diligently maintaining and updating institutional contact databases, and promptly addressing any unforeseen requirements that may arise during event development. This ensures operational continuity and data integrity. Event Logistics & Coordination: Offer significant logistical support for official pre-events, encompassing the coordination of venues, materials, and schedules to ensure all arrangements are meticulously in place. During presentations and conferences hosted by the Agency, manage participant registration, provide attentive support, and facilitate a smooth and welcoming experience. Actively participate in the coordination and physical setup of institutional materials and displays during official events, ensuring professional presentation. Documentation & Reporting: Play a crucial role in aiding the drafting of accurate minutes and comprehensive reports following events. This ensures thorough documentation of proceedings, key discussions, decisions, and outcomes for future reference, accountability, and strategic planning, contributing to institutional memory.

Work Experience

For candidates with a high school certificate, at least one year of experience in organizing events, work meetings, or student events is required. For candidates holding a university degree (Licenciatura), no specific prior experience in the aforementioned areas is necessary.

Skills

Required skills include proficiency in PC operation, Microsoft Office Suite, databases, and internet usage. Excellent written and oral communication abilities are essential. Candidates must also have experience participating in the organization or logistics of at least one official or student event. Desirable skills include managing guest lists, administering resources, and having completed a course or diploma in event management.

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