Administrative Support

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the leading United Nations agency in matters of population and sexual and reproductive health. Established to ensure that every pregnancy is wanted, every childbirth is safe, and every young person reaches their full potential, UNFPA focuses on promoting human rights, gender equality, sexual and reproductive health, and the prevention of gender-based violence. The organization works closely with the Colombian government, local authorities, civil society, academia, the private sector, and the United Nations System to fulfill commitments made by the Colombian state in the framework of the International Conference on Population and Development (ICPD) and to achieve the 2030 Agenda and the Sustainable Development Goals (SDGs). UNFPA aims to strengthen operational capacity and ensure necessary administrative, programmatic, and technical support for effective program implementation across various territories in Colombia.

Job Overview:
The Administrative Support position at UNFPA is designed to facilitate the effective management of administrative activities within the program. The role requires a customer-oriented and results-driven approach to interpret norms, procedures, and guidelines related to administrative and programmatic processes. The incumbent will provide support and guidance to the country office and projects supported by UNFPA. This includes potential travel to cities and municipalities nationally and possibly internationally, necessitating the physical and training capabilities for compliance. The position is based in Bogota, where the individual will be responsible for various administrative tasks that ensure the smooth operation of the program.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support role include:

• Administrative management and operational support for the program, assisting advisors, coordinators, and consultants with administrative activities related to contracts, travel, procurement, and partnerships.
• Assisting in the entry of operational requirements and work plans related to personnel, professional service contracts, equipment, scholarships, study tours, and other events.
• Supporting administrative actions linked to resource mobilization and guiding project staff in applying UNFPA norms and procedures.
• Maintaining communication with the UNFPA Operations Unit and keeping digital files updated regarding signatures and payments.
• Participating in the quotation, organization, and execution of events under USD 5,000 and assisting in the preparation of Terms of Reference for national purchase orders and contracts.
• Assisting in budget monitoring and financial control of resources and ensuring compliance with UNFPA norms.
• Managing travel logistics and event organization, including scheduling appointments and managing official travel for supervisors and advisors.
• Handling correspondence and maintaining updated physical and digital files of documents.
• Supporting information gathering and translation of documents, and training new staff on office procedures. 1
• Ensuring compliance with UNFPA norms and maintaining confidentiality in all assigned functions.

Required Qualifications:
The required qualifications for the Administrative Support position include:

• Completion of secondary education is mandatory.
• Studies in administration, economics, accounting, or related fields are valued.
• Excellent skills in using systems, MS Office applications, People Soft, and other office equipment.
• A minimum of six (6) years of relevant work experience in administrative roles with internal and external customer service.
• Desirable experience in administrative roles within UN agencies or international organizations.
• Strong organizational skills, discipline, and the ability to maintain good interpersonal relationships in multicultural environments.
• Effective communication skills in both English and Spanish are essential.

Educational Background:
The educational background required for this position includes a completed secondary education. Additional studies in administration, economics, accounting, or related fields are considered an asset. Proficiency in using various office applications and systems is also necessary.

Experience:
Candidates must have a minimum of six (6) years of relevant work experience in administrative positions, particularly with a focus on internal and external customer service. Experience in administrative roles within UN agencies or international organizations is highly desirable, as it demonstrates familiarity with the operational context of such organizations.

Languages:
The mandatory language requirement for this position is excellent proficiency in Spanish. Intermediate proficiency in English is also required, as effective communication in both languages is essential for the role.

Additional Notes:
The position is offered under a Local Service Contract (LSC) modality, which is intended to strengthen the operational capacity of the UNFPA office in Colombia. The role is full-time, and candidates are expected to demonstrate ethical principles and a commitment to the UNFPA's mission. The job may involve travel within Colombia and potentially abroad, requiring the candidate to have the necessary physical capabilities and training. Applicants must submit their CV in P11 format, detailing previous positions, main functions, duration, qualifications, and at least three recent professional references.