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. Its mission is 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, preventing gender-based violence, empowering adolescents and youth, and producing and using sociodemographic information for the design and monitoring of evidence-based public policies. In Colombia, UNFPA implements its cooperation program in close collaboration with the National Government, local authorities, civil society, academia, the private sector, and the United Nations System. These actions are aimed at contributing to the fulfillment of commitments made by the Colombian State within the framework of the International Conference on Population and Development (ICPD) and achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). To ensure the effective implementation of its program and respond promptly to the strategic priorities of the country, UNFPA requires the hiring of personnel under the Local Service Contract (LSC) modality. This type of contract strengthens the operational capacity of the office, ensures the necessary administrative, programmatic, and technical support, and facilitates the execution of projects and activities in the various territories where UNFPA develops its cooperation.

Job Overview:
The Administrative Support position will assist in the effective management of administrative activities of the UNFPA program. The role will demonstrate a client-oriented and results-focused approach to interpreting rules, procedures, and guidelines related to administrative and programmatic processes while providing support and guidance to the country office (CO) and projects supported by UNFPA. The position may require travel to cities and/or municipalities at the national level and possibly abroad, using air, land, and/or river transport, for which the necessary physical capabilities and training must be in place for proper compliance. The work location will be in the city of Bogota.

Duties and Responsibilities:

• Administrative Management and Operational Support of the Program: Provide assistance to Advisors, Coordinators, and consultants in developing administrative activities associated with their responsibilities, including contractual aspects, travel, procurement, and relations with implementing partners. Assist in entering operational program requirements and work plans under national execution modality related to personnel, professional service contracts, equipment, scholarships, study tours, and other events to facilitate their execution. Support the program's administrative actions related to resource mobilization. Participate and guide project staff in applying UNFPA rules and procedures and requirements related to UNFPA institutional policies, guidelines, and processes. Maintain ongoing communication and coordination with the UNFPA Operations Unit. Keep an updated digital file of signature management and payments.
• Contractual Processes, Procurement, and Platform Management (Quantum): Participate in the quotation, organization, and execution of events under USD 5,00
• Assist the program in drafting Terms of Reference for purchase orders and national CSP contracts and services up to USD 99,99
• Record requisitions, purchase orders, issue receipts and/or generate invoices according to the established profile in Quantum, supporting the program and operations. Review processes and payments generated by project assistants, as well as prepare those related to direct support from the areas. Be responsible for reporting, maintaining, and purging requisitions and purchase orders entered in Quantum. Keep the shared folder updated with the purchase order records corresponding to the work plans uploaded in Quantum.
• Budget Monitoring and Financial Control: Assist in monitoring and controlling the budget of the resources of the areas and ongoing projects. Guide and supervise the financial execution carried out by Project Assistants. Ensure that all support provided complies with UNFPA rules and procedures.
• Travel, Event, and Logistics Management: Assist areas and projects in travel management processes through the UNALL platform. Schedule appointments, organize official travel for the supervisor and responsible advisors, manage their agendas, and address inquiries with due discretion, as well as those of other guests delegated by Representation. Assist in the logistics of receiving and distributing supplies in the warehouse and/or free trade zone. Participate in meetings of areas and projects that do not have an assistant, managing the entry and exit of guests, as well as catering services or materials. Provide logistical support for meetings organized by the area and draft minutes of Technical Committees. Prepare and process requests for national and international travel, including support for creating security" style="border-bottom: 1px dotted #007bff !important;">Security Clearances and legalization processes for the area team.
• Document Management, Filing, and Correspondence: Handle correspondence for the area, attaching the required background and maintaining a tracking system. Keep physical and digital files of documents and correspondence for the area updated. Prepare drafts of non-substantive correspondence. Transcribe correspondence, documents, and reports using MS Office applications, including confidential documents, ensuring spelling, punctuation, and formatting accuracy.
• Information, Translation, and Technical Support of Content: Assist in gathering information related to names, addresses, and contacts of ministries, government entities, NGOs, and other national and international organizations linked to the area. Translate documents and correspondence and occasionally act as an interpreter. Prepare materials and summaries for use by the supervisor and advisors during official travel or special meetings. Select and draft summaries and conduct searches for required information.
• Training and Induction of Staff: Train and induct new assistants and support staff, guiding them on office procedures. Participate in internal orientation processes for project staff on institutional rules and procedures.
• Regulatory Compliance and Confidentiality: Ensure compliance with UNFPA rules and procedures in all assigned functions. Carry out activities under strict confidentiality regarding processes and information handled. Maintain full knowledge of applicable institutional regulations and guidelines related to their performance. Perform other duties related to the position as assigned by the corresponding supervision.
• Institutional Disposition: Under the supervision of the UNFPA Operations Manager or their delegate.

Required Qualifications:
Minimum education requirements include completed secondary education. Studies in administration, economics, accounting, or related fields will be valued. Excellent skills in managing systems, MS Office applications, People Soft, the internet, and other office equipment are required. A minimum of six (6) years of relevant work experience in administrative roles with internal and external customer service is necessary. Desirable administrative experience in UN agencies or International Organizations is preferred. Excellent skills in managing systems, MS Office applications, People Soft, the internet, and other office equipment are essential. Organizational skills and discipline in activities to be performed, as well as good human relations and ease of working in multicultural environments, will be evaluated. Effective communication skills in both English and Spanish are required. Additional desired skills beyond those covered in the competencies section include leadership and teamwork skills, excellent analytical and oral and written communication capabilities, analytical orientation with initiative and flexibility, initiative management, and time management. Experience in international cooperation agencies and the United Nations System in Colombia is desirable.

Educational Background:
The position requires completed secondary education. Additional studies in administration, economics, accounting, or related fields will be considered an asset. Candidates should possess excellent skills in managing systems, MS Office applications, People Soft, the internet, and other office equipment.

Experience:
Candidates must have a minimum of six (6) years of relevant work experience in administrative roles, particularly with internal and external customer service. Experience in administrative positions within UN agencies or International Organizations is desirable.

Languages:
The mandatory language for this position is excellent proficiency in Spanish. Intermediate proficiency in English is also required.

Additional Notes:
The selected candidate will be required to submit their CV in P11 format, detailing all previous positions held and their main functions, duration (month/year), qualifications, and contact information (email and phone number), as well as at least three (3) recent professional references from previous supervisors. The contract will be under the Local Service Contract (LSC) modality, and the position is based in Bogota.