Asistente Administrativo

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a global humanitarian organization that provides assistance to people who have been forced to flee their homes due to conflict, persecution, or natural disasters. Established in 1946, NRC operates in over 30 countries worldwide, employing thousands of staff dedicated to delivering high-quality aid and defending the rights of refugees and internally displaced persons. The organization is committed to fostering a culture of professional growth and innovation, ensuring that employees at all levels are given responsibilities that contribute to their development and the overall mission of the organization. NRC emphasizes diversity, equity, and inclusion in its workforce, striving to create an environment where all employees feel valued and respected. The organization is recognized for its commitment to safeguarding and has a zero-tolerance policy towards exploitation and abuse, ensuring a safe environment for all individuals involved in its operations.

Job Overview:
The role of the Asistente Administrativo is crucial in providing comprehensive support to the administrative unit, ensuring the effective execution of administrative processes. This position is responsible for managing documentation, controlling inventories, and organizing the general activities of the area. The Asistente Administrativo will validate formats, maintain orderly digital structures, and coordinate administrative tasks efficiently, contributing to the agile and organized functioning of the support team. The position requires a proactive approach to problem-solving and the ability to work collaboratively with team members to enhance the overall efficiency of the unit. The Asistente Administrativo will also be involved in preparing reports and ensuring adherence to NRC policies and guidelines, making it essential for the candidate to be detail-oriented and organized.

Duties and Responsibilities:
The Asistente Administrativo will have a variety of responsibilities, including but not limited to:

• Ensuring adherence to NRC policies, tools, manuals, and guidelines.
• Supporting the implementation of the support function portfolio according to the action plan.
• Preparing and developing status reports as required by direct supervision.
• Ensuring proper filing of documents.
• Promoting and sharing ideas to strengthen support functions.
• Executing delegated support functions as per the job description.
• Assisting the team leader in managing administrative processes, including accommodations, flight tickets, and fixed expense management.
• Organizing and controlling inventories of visibility materials, office supplies, and cleaning products in the Bogotá offices.
• Following up on billing issued by local and national courier service providers. 1
• Managing a correspondence database, attaching proof and supporting documents for incoming and outgoing documentation, and monitoring timely delivery of services by courier providers. 1
• Assisting in the preparation of general correspondence in both Spanish and English. 1
• Managing the meeting room reservation tool and keeping records of assignments. 1
• Preparing, sending, and monitoring invitations and confirmations for internal and external events and staff meetings. 1
• Supporting the collection and consolidation of the physical archive for the Bogotá support unit in accordance with Document Management guidelines. 1
• Assisting in basic document preservation processes. 1
• Periodically reviewing files to ensure they are complete and correctly classified. 1
• Supporting the validation and organization of digital folders for the support unit. 1
• Assisting in the electronic invoicing acceptance process through the Facture system, following organizational guidelines. 1
• Supporting the implementation of PSI activities included in the country office action plan relevant to the unit/team. 2
• Performing other tasks assigned by the supervisor to meet the objectives of the position.

Required Qualifications:
Candidates must possess the following qualifications:

• Experience working in support functions within humanitarian contexts.
• Previous work experience in complex and changing environments.
• Proven experience related to the responsibilities of the position.
• Basic knowledge of the English language.
• Familiarity with electronic invoicing processes.
• Competence, knowledge, and experience relevant to the context.
• Technical or technological background in administrative and reception specialties, or be a student in the 5th semester of business administration or related fields.
• Additional educational qualifications will be positively valued.
• A minimum of six (6) months of proven experience in a similar role. 1
• Excellent oral and written communication skills. 1
• Proven experience in using MS Office (Word, Excel, PowerPoint). 1
• Excellent command of both oral and written Spanish. 1
• Strong spelling skills.

Educational Background:
The educational background required for this position includes a technical or technological degree in administrative or reception specialties. Alternatively, candidates who are currently studying in the 5th semester of business administration or related fields will also be considered. Additional educational qualifications may be positively regarded, indicating a preference for candidates who have pursued further studies or specialized training relevant to the administrative support role.

Experience:
The Asistente Administrativo position requires a minimum of six (6) months of proven experience in a similar role, particularly in support functions within humanitarian contexts. Candidates should demonstrate their ability to adapt to complex and changing environments, showcasing their experience in managing administrative tasks effectively. Previous experience in roles that involve documentation management, inventory control, and coordination of administrative processes will be highly valued.

Languages:
The mandatory language for this position is Spanish, with excellent oral and written communication skills required. Basic knowledge of English is also necessary, as the role involves preparing correspondence in both languages. Proficiency in English will be considered an asset, enhancing the candidate's ability to communicate effectively in a bilingual environment.

Additional Notes:
This position is full-time and is based in Bogotá, Colombia. The role may involve working in a dynamic and challenging environment, requiring flexibility and adaptability. The Norwegian Refugee Council is committed to recruiting both nationally and internationally, ensuring a diverse and inclusive workforce. Compensation and benefits will be provided in accordance with NRC policies, and the organization emphasizes the importance of safeguarding and maintaining a safe working environment for all employees.