Administrative Assistant - Human Identification

Job Posting Organization:
The job posting organization is UNFPA (United Nations Population Fund), which is a leading global organization that promotes the right of every woman, man, and child to enjoy a life of health and equal opportunity. Established in 1969, UNFPA operates in over 150 countries and territories, focusing on reproductive health, gender equality, and population issues. The organization aims to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. UNFPA is committed to the principles of human rights and the empowerment of women and girls, working towards a world where everyone can lead healthy and productive lives.

Job Overview:
The Administrative Assistant for Human Identification will play a crucial role in supporting the administrative and financial operations of UNFPA projects. This position involves drafting terms of reference, managing documents for the hiring of individual consultants in accordance with UNFPA policies, and ensuring the timely delivery of products and reports. The assistant will also be responsible for procurement processes, including drafting technical specifications, market studies, and managing contracts and purchase orders. Additionally, the role requires facilitating meetings, organizing logistics for events, and managing travel arrangements for project staff and partners. The assistant will collaborate in project audits and verification exercises, ensuring compliance with UNFPA standards and recommendations. This position is vital for maintaining the operational efficiency of the project and supporting various administrative tasks as needed.

Duties and Responsibilities:

• Support the drafting of terms of reference and manage documentation for hiring individual consultants based on UNFPA policies.
• Monitor the delivery of products, reports, and payment processing for individual consultancies.
• Assist in procurement processes for goods and services, including drafting technical specifications, disseminating calls for bids, conducting market studies, and identifying suppliers.
• Manage contracts and purchase orders, control inventories, and follow up on payments.
• Support the delivery and/or donation of assets and instruments to various counterparts, including drafting donation agreements and inspection reports.
• Prepare requisitions in the UNFPA financial system (Quantum).
• Facilitate and organize in-person and virtual meetings, including video conferences using platforms like MS Teams, Zoom, and Google Meet.
• Assist in contracting services for meetings, including selecting hotels, renting meeting spaces, and arranging catering services.
• Manage travel arrangements for field missions, including ticket purchases, travel authorizations, and expense reporting. 1
• Collaborate in project audits and verification exercises, implementing audit recommendations as per UNFPA standards. 1
• Coordinate logistics for events and activities related to the project, both internally and with counterparts. 1
• Support any other administrative or programmatic activities required for the program.

Required Qualifications:

• Completed basic education and a university degree in economic-administrative or social sciences, with a master's degree preferred.
• Minimum of 3 years of proven experience in administrative and financial support for projects.
• Experience in preparing expense reports and financial reconciliations.
• Proven experience in organizing and coordinating events, including travel, accommodation, catering, and venue rentals at the national level, preferably with certifications in event organization.
• Ability to manage financial and administrative information effectively.
• Knowledge of travel systems and procedures for international organizations.
• Ability to organize operational plans and work collaboratively in a team.
• Proficiency in Microsoft Office applications and budget management software.
• Familiarity with ERP systems (Quantum or similar), Google Workspace, and procurement regulations of international organizations. 1
• Experience in developing and interpreting performance indicators or results-based metrics. 1
• Strong commitment to timely responses, effective prioritization, and achieving results. 1
• Experience in the private sector will be considered an advantage.

Educational Background:
The position requires a completed basic education and a university degree in fields related to economic-administrative or social sciences. A master's degree is desirable, indicating a higher level of education and specialization in relevant areas. This educational background is essential for understanding the complexities of administrative and financial management within the context of international organizations.

Experience:
Candidates must have a minimum of 3 years of proven experience in providing administrative and financial support for projects. This experience should include tasks such as preparing financial reports, coordinating events, and managing procurement processes. Familiarity with international organization procedures and financial systems is crucial, as well as the ability to handle sensitive information and maintain confidentiality.

Languages:
Fluency in Spanish, both verbal and written, is mandatory for this position. Advanced proficiency in English is also required, enabling effective communication in an international context. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
The selected candidate must ensure the confidentiality of the information they handle in their role, signing a confidentiality agreement as determined by UNFPA. The hired individual is responsible for paying their taxes directly, as UNFPA cannot act as a withholding agent. This position is exclusive, meaning that the responsibilities outlined in the terms of reference are incompatible with any other paid employment, official position, or private commission. The role requires full dedication, as any additional activities may hinder the optimal performance of the assigned tasks due to potential conflicts of interest or scheduling conflicts. This vacancy is open to Mexican nationals, while foreign nationals must possess the necessary work and immigration permits. For any inquiries regarding this position, candidates can contact the provided email address.