Asistente Administrativo
Organizational Context
The UNFPA is a UN agency focused on achieving a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. This role supports the UNFPA Country Office in Venezuela, contributing to the efficient, transparent, and timely execution of operational, financial, and logistical processes. The position is crucial for monitoring, tracking, and accountability of projects, particularly in humanitarian response and support to implementing partners.
Job Purpose
The Administrative Assistant (LSC-4) ensures the efficient, transparent, and timely execution of operational, financial, and logistical processes in line with UNFPA rules and procedures. This role is fundamental to monitoring, tracking, and ensuring accountability for projects, especially within humanitarian response and in supporting implementing partners. By providing administrative and financial support, the position contributes to the effective and high-quality achievement of the Country Office's programmatic objectives. The incumbent will assist in financial accounting, partner accountability, administrative processes for partner and vendor selection, logistics, and travel arrangements, ensuring compliance and smooth operations.
Responsibilities
The Administrative Assistant will support the UNFPA Venezuela Country Office by assisting with financial accounting for assigned projects and reviewing the financial execution of implementing partners, including verifying invoices. The role involves providing technical support for partner accountability and administrative support for the selection of implementing partners, vendors, and consultants. Responsibilities include managing administrative processes for shipments, preparing reports with financial breakdowns, and assisting in the procurement of goods and services by analyzing quotes and preparing purchase orders. The position also entails preparing payment requests, ensuring accurate supporting documentation, and confirming the delivery of goods and services. Additionally, the role supports the logistics for events, provides administrative backup as needed, and facilitates official travel processes.
Work Experience
Minimum of 5 years of experience in administrative and finance areas. Experience with data management, information systematization, financial tracking, and project inventory management is required. Experience in procurement and supply chain processes, reporting on administrative and financial execution, and interaction with suppliers is also necessary. Experience in humanitarian response and knowledge of international cooperation, particularly the UN system, are advantageous.
Skills
Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel). Familiarity with Google Suite (Drive, Gmail, Docs, Sheets, Slides, Meet). Knowledge of ERP management platforms is desirable, and experience with the QUANTUM system is a plus. Strong analytical and strategic thinking, teamwork, time management, and results-oriented approach are essential. Fluency in Spanish is required; basic English is desirable.