Project Administrative Assistant

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on reproductive health and rights, aiming to ensure that every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, employing thousands of staff dedicated to advancing gender equality and empowering women and girls. The organization is committed to addressing the complex global challenges of population dynamics, gender-based violence, and reproductive health, aligning its mission with the Sustainable Development Goals (SDGs) to create a world where every individual can thrive and contribute to society.

Job Overview:
The Project Administrative Assistant plays a crucial role in supporting the management, coordination, and implementation of the project "Supporting the National Response to Gender-Based Violence in Cuba." This project, funded by the Government of Canada and initiated in March 2024, aims to enhance the capacity of various sectors, including health, legal, and social-community, in addressing gender-based violence. The assistant will work closely with the Federation of Cuban Women (FMC) and other stakeholders to ensure a survivor-centered approach is integrated into all project activities. The position requires a proactive individual who can provide comprehensive administrative, financial, and logistical support, ensuring that all project operations align with UNFPA's standards and donor requirements. The assistant will also be responsible for monitoring budget execution, facilitating procurement processes, and ensuring effective communication and coordination among various partners involved in the project.

Duties and Responsibilities:
The Project Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Budget and Resource Management: Monitoring the implementation of planned resources within UNFPA systems, making necessary adjustments, and preparing budgets as required.
• Procurement: Coordinating with the Country Office to execute international and local procurement processes for resources and services, ensuring compliance with all required procedures.
• Supply Chain Management: Inspecting acquired supplies prior to distribution and coordinating agreed-upon distributions with the Country Office.
• Reporting: Assisting the Programme Analyst in preparing reports and managing data within existing institutional platforms.
• Financial Monitoring: Providing relevant financial information to monitor fund implementation, identifying progress and challenges during the execution of acquisition strategies and supply distribution actions.
• Coordination: Establishing necessary coordination with institutions and civil society organizations for the development of project actions.
• Field Logistics: Handling logistical preparations for field missions related to monitoring, evaluation, and implementation.
• Financial Reporting: Supporting the preparation of financial monitoring and evaluation reports in accordance with UNFPA and donor requirements.
• Support to Counterparts: Assisting national counterparts with administrative and logistical actions at both national and territorial levels, including providing training to local managers as needed. 1
• Representation: Assisting the Head of the Country Office in her participation in conferences and other public events related to the project. 1
• Compliance: Ensuring full compliance with UNFPA policies and procedures regarding human rights, ethics, and security" style="border-bottom: 1px dotted #007bff !important;">security. 1
• Performing any other activities as may be required by UNFPA leadership.

Required Qualifications:
Candidates must possess a minimum of four (4) years of relevant experience in project administration and financial management. Proficiency in using computers and office software packages such as Windows and MS Office (Word, Excel, and PowerPoint) is essential. Previous experience in a UN Agency is considered an advantage. Candidates should have the ability to interpret financial rules, regulations, and procedures and explain them clearly and concisely. Familiarity with Quantum and proficiency in spreadsheets, word processing, and computerized accounting systems are desirable. Strong interpersonal and organizational skills, along with demonstrated ability to work effectively in a team environment, are crucial. Good writing and communication skills are also required.

Educational Background:
Completion of secondary education is required for this position. A university degree in fields related to Administration, Economics, Accounting, or closely related areas is highly desirable but not mandatory. This educational background will provide the necessary foundation for understanding the complexities of project administration and financial management within the context of UNFPA's operations.

Experience:
The position requires a minimum of four (4) years of relevant experience in project administration and financial management. Candidates should have a proven track record of managing budgets, procurement processes, and logistical operations in a similar role. Experience working with international organizations, particularly within the UN system, is highly valued and will enhance the candidate's suitability for this position. The ability to navigate complex administrative environments and demonstrate strong organizational skills is essential for success in this role.

Languages:
Oral and written proficiency in Spanish is mandatory for this position, as the primary working language will be Spanish. Additionally, a working knowledge of English is required to facilitate communication with international partners and stakeholders. Proficiency in both languages will enable the candidate to effectively engage in reporting, documentation, and collaboration with diverse teams.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA is committed to providing a work environment that reflects the values of gender equality, diversity, integrity, and a healthy work-life balance. The organization encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all, regardless of personal characteristics and dimensions of diversity.